Job Description

TEAM/PROGRAMME: Administration


LOCATION:  Addis Ababa

Post Type: National

Child Safeguarding:

Level 3 – the responsibilities of the post may require the post holder to have regular contact with or access to children or young people


Under the Guidance and Supervision of Head of Administration, the Receptionist is

accountable for performing quality, efficient and hands-on services through operating a telephone

Switchboard as well as a fax machine to take and relay messages, handle the communication package and the national ticket



Reports to:-  Head of Administration.

Dimensions: Save the Children works in – regions in Ethiopia with a current staff complement of approximately — staff and current expenditure of approximately $90+ million each year.

Staff directly reporting to this post: None


Receiving/transferring a call

Activate alerts switchboard during the organization business hours receiving and transferring telephone calls.
 Ensure all voice messages to main office numbers are taken and directed to staff members.
Report telephone equipment and line faults to the maintenance team/service provider
Handles general communication of incoming and outgoing phones for SC
 Review and update on a regular basis the staff contact and telephone extension lists.
 Provide sim cards for the staff based on the organization procedure
Collect and update staff list, field offices and contact detail regularly.
Supports staff in making international calls, registers the number called and purpose (official/personal);
Verifies telephone bills and passes to the budget holder for payment approval;
Maintains and operates quality and efficient communication services through Operating a telephone switchboard and fax machine.
Follows-up settlement of personal call charges by individual staff members;
  Ensure short term visitors have returned mobile and sim cards before their departure
 Ensure the service lines cancels as soon as post-paid sim-cards returned from staff.


 Greet and welcome visitors to the Office during the office hours, informing the relevant member of staff of their arrival]
Monitor and ensure that the reception area is kept tidy
 Assists staff that comes from Impact Area/Project Sites in locating offices/staff
Ensures that the reception area is quiet and neat professional working atmosphere;
Receives guests and directs to the appropriate office after checking that they have appointment;


Process and deliver internal and external mail daily. Check that costs are charged to the appropriate Programme and ensure the payment is processed timely.
 Sends and receives mails, parcels official business and personal effects to International and sub-area, regional offices, through EAL, DHL, Post Office or hand carried by SCI staff, or visitors. And checks the airway bill documents and effect the payment with finance.
Maintains confidentiality in all aspects of visitor, staff and Organization information
Receives and registers all incoming correspondences, sort out and distributes to the appropriate department unit
 Works closely with the Admin. Assistants, office Driver, and Refreshment Staff for efficient services.
 Digitize all the incoming and outgoing letter and encode to the system
 Prepare letter in business language and local language

Ticket issuance

  Closely work with Ethiopian Airlines and WFP/UNHAS for the issuance of the ticket
Prepare payment for the used tickets
Ensure that non-used tickets are reimbursed from travel agents or service providers
 Prepare and circulate monthly travel track report including UNHAS and air ticket payments on monthly basis
  Follow-up and keep up to date record on flight schedule national flights.
  Prepare monthly report regarding all activities of reception, telephone bill, domestic flight and UNHAS.
 Report the overall activities of national ticker issuance, payment related to telephone, ticket and other related activities on a monthly basis.

Mobile and internet package

Handle internet and mobile package requests as per the organization policy
  Cancel the communication package based on the information shred by relevant department
Communicate the service provider to get new service based on the organization request
Prepare payment for ISP based on the shared budget and the service provider request
Perform other related tasks as required

SKILLS AND BEHAVIOURS (our Values in Practice)


  Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
Holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved


Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same
 Widely shares their personal vision for Save the Children, engages and motivates others
  Future orientated, thinks strategically


  Builds and maintains effective relationships, with their team, colleagues, members and external partners and supporters
Values diversity, sees it as a source of competitive strength
Approachable, good listener, easy to talk to


Develops and encourages new and innovative solutions
Willing to take disciplined risks


·  Honest, encourages openness and transparency


Job Requirements


Minimum Degree in Management, accounting ,Office management or equivalent
At least 2 years of relevant work experience in office management, program support and documentation activities
Preferable work experience as a Receptionist in Non-Government organizations
Excellent knowledge of customer service principles and practices
Excellent interpersonal communication skills
Must show good manners with staff and guests
Applicants should have very good computer skills, especially in Word, Excel, Power Point,
Microsoft Outlook and Internet; training in operating a telephone switchboard,
Knowledge of Amharic software is desirable.

Self-starter, energetic, able to work under stressful conditions and willing to work out of working hours.
Minimum of two years of experience.
Commitment to SCI’s aims, values and principles
Excellent communication skills.


We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

All employees are expected to carry out their duties in accordance with our global anti-harassment policy.

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