Front Office Receptionist Vacancy Number: IOM-VN/0011/2012 Title of Position: Front Office Receptionist Duty Station: Addis Ababa, Ethiopia Position’s Grade: GS-4 (UN salary scale for General Service Staff) Type of Appointment: Special Short Term, 6 months with possibility of extension General Functions: Under the general supervision of the Head of Mission SLM Addis Ababa (HOM) and the direct supervision of Resource Management Officer (RMO), the incumbent shall be responsible to carry out duties related to the organization’s front office activities. In particular he/she will be responsible for the following; 1) Answer and re-route telephone calls, relay messages to staff, respond to the inquiries of callers or visitors; keep a record of important calls and visits; 2) Assist staff in making calls to Sub-offices, HQ, Manila and Administrative centers as required; 3) Ensure the timely collection, prompt distribution and dispatch of mails, and pouches; 4) Arranging and scheduling meetings plus providing secretarial support in meetings; 5) Maintain directories and responsible for maintaining a clean and organized reception area; 6) Maintain updated staff contacts, emergency numbers and various agency contact numbers; 7) Receive, register, screen and ensure that all incoming mails and correspondences are forwarded promptly to the responsible employee; 8) Ensure that the conference rooms are organized, clean, and well- maintained; handle reservation/booking of the conference rooms for conference, job interviews, official meetings, etc; 9) Follow-up with Administration & Finance Unit for timely payments/ reimbursement of bills including Telephone, Internet, Electric and water bills and 10) Receive and handle visitors, informing relevant departments. Arrange appointments for staff as needed. 11) Assist the Executive Secretary with making accommodation and transportation arrangements for new international staff members joining the mission and facilitate issuance of Visa letters, re-entry passes, MFA cards, Dependants permits, Airport passes, UN Ground Pass and other documentation requested by staff. 12) Perform other duties as may be required by RMO and/or HOM. Desirable Qualification: (Education, experience and personal qualities): * College Diploma in Secretarial science and office management or alternatively a combination of relevant training and practical experience; * At least 3 years of working experience; * High level of interpersonal communication and negotiation skills; commitment, efficiency, flexibility, drive for results, * Demonstrated ability of working effectively and harmoniously with colleagues from varied cultures and professional backgrounds in order to achieve desired goals. * Experience in using Microsoft Office packages - (Outlook, Word and Excel) and Strong work ethics and ability to meet deadlines. Language: Thorough knowledge of English. Interested applicants should send their motivation letter referring the vacancy number, CV written in English with photocopies of educational/professional documents to the below e-mail address or in person to our Head Office in Addis Ababa. E-mail: RECADDIS@iom.int Resource Management Unit International Organization for Migration (IOM) Bole Kefle Ketema, Kebele 02 Africa Avenue, Erkata Building Behind Bole DH Geda Building Addis Ababa — Ethiopia Only short listed candidates will be contacted. Closing date for application will be Tuesday, 3 April 2012. We strongly encourage qualified women to apply.
