| Title: Senior Receptionist Div/Dept: Global Operations Location: Country Office Reporting Relationship: Admin & HR Specialist Annal salary: 409,459.00 MZNApplication Close Date: August 6,2021
- JOB PURPOSE
| To facilitate communication between ChildFund and other institutions by operating the ChildFund switchboard, as well as receiving and directing visitors and mail. |
- KEY RESULT AREA
| PRINCIPAL ACCOUNTABILITIES (MAIN DUTIES) Remain alert and responsive to any child safeguarding risks, acquire relevant knowledge and skills which will enable you to promote strong safeguarding practices, understand the child safeguarding policy and procedures, and conduct yourself in a manner consistent with the Child Safeguarding Policy. | OPERATING SWITCH BOARD | Receives calls from outside persons and institutions, redirecting these to appropriate offices and taking messages for staff as necessary. Places local, truck and international calls for ChildFund staff to facilitate communication for business operations. Maintains a log of out-going telephone calls (using tele-monitor system) recording nature of the call i.e., business, or private for purposes of billing staff for private phone calls and general control. Maintains and updates the in-house directory Produces a printout of telephone calls made and reconciles it with the logbook and passes it to the supervising officer for billing of private calls. Report line faults to service provider and equipment faults to the immediate supervisor as soon as these occur to minimizes disruption of service | RECEIVING VISITORS & MEETINGS | Receives visitors, sponsors etc and after obtaining the necessary information from them, refers them to appropriate staff. Provide administrative support in preparation for meetings, conferences, and other events, including compiling, formatting, posting and distributing materials, receiving, assisting in the preparation of presentations and developing and maintaining files. | HANDLING MAIL | Distributing incoming mail, opening, date-stamping, and directing appropriately maintaining filing system and ensuring the security and confidentiality of client files and information. | ADMINISTRATION | Conducts routine office purchases such as office stationery supplies and under supervision of Human Resource Coordinator. Maintains inventory of stocks and provides report monthly for new orders to be made and filling. Provide administrative support to the Technical Managers including travel and calendar management, preparation of expense reports, and maintenance of electronic and paper files. | OTHER DUTIES | Ensures that the reception is always clean and tidy | QUALIFICATIONS | Certificate in administration and/or Certificate in customer care At least 5 year working experience with a driver’s license. | CORE COMPETENCIES | Knowledge
- Effective public relations: that using best practices in relationship building and promotion of goodwill
Skills
- Communication Skills: listens, speaks, and writes clearly and concisely in both Portuguese and English.
- Interpersonal skills: works well with people from diverse backgrounds
- Decision making: Takes timely action after assessing urgency and potential impact of situations
- Computer literacy: is familiar with Windows software and basic hardware.
- Attitudes
- Organized: demonstrates concern for accuracy and detail
- Self-motivated: displays interest and persistence in doing the tasks at hand
- Integrity: achieves a high level of trust in relationships
- Cultural sensitivity: understands and respects the practices, customs, values, and norms of other individuals and cultures.
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Immediate subordinatesNone
- RESPONSIBILITIES
Responsibility for ChildFund Assets Responsible for the Switchboard Level of Authority / Decision MakingMakes routine and simple decisions such as when to place a call, screening visitors. Superior checks resulting work. Independent JudgementActs independently when screening visitors and making telephone calls Consequence of ErrorNot being courteous in speech and manners in her reception duties could result in loss of the Agency’s image and credibility.
- ENVIRONMENTAL AND OTHER FEATURES
Working environmentNormal office conditionsPhysical effort required when performing the jobMinimal Mental effort applied when performing the jobMinimal Hazards involved in the performance of the JobNegligibleChildFund International is committed to safeguarding the interests, rights, and well-being of children with whom it is in contact and to conducting its programs and operations in a manner that is safe for children. Disclaimer: This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position. |
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