Front Desk Assistant

Term of Employment:  Fixed Term

Duty Station(s):              Addis Ababa

Required Number:        One

Salary & Benefits:          Competitive

Application Deadline:     January 4, 2016

 

BACKGROUND:

The Agricultural Transformation Agency (ATA) has been established by the Government of Ethiopia (GoE) to identify and address systemic bottlenecks to Ethiopia’s agricultural development. ATA does this through problem-solving, implementation support, and capacity building of stakeholders involved in implementation of interventions that address the systemic bottlenecks. ATA reports to a Transformation Council chaired by the Prime Minister and whose co-chair is the Minister of Agriculture. 

 The programmatic focus of the Agency responds to a core set of needs identified by the Ministry of Agriculture and the Transformation Council. Within the Agency, issues are divided into three different groups:  Production and Productivity which includes Inputs and Crop Protection, Livestock, Research and Extension, Mechanization and Rural Finance; Agribusiness and Markets including Market Support Services, Commercial Farming, Agro-processing & Market Development, and Cooperatives Development; and Environmentally Sustainable and Inclusive Agricultural Growth including Natural Resource Management, Sustainable Land Management, Gender Equality and Nutrition, Climate Change and Disaster Risk Management, and Planning and MLE. Across the programs, the ATA engages public, private and non-governmental stakeholders to support strategic planning, manage and strengthen implementation capacity and test innovative models.

 

Our Culture

We have an exceptional team of employees with a proven track record of success in managing complex activities and achieving transformational results.  Our culture is one where talented individuals are committed to doing their best and work together to achieve excellent results. 

 At ATA, we provide an exceptional platform for people who want to achieve their highest potential and make a meaningful contribution in changing the country’s agricultural sector.  We offer rewarding work in a young, fast-paced growing organization with passionate, motivated colleagues and excellent career development and training.  We recognize our most valuable assets are our people and are committed to providing our employees with the tools and training necessary to achieve their career goals.

POSITION SUMMARY:

Under the supervision of the HR Manager the Front Desk Assistant will be responsible to the reception of ATA visitors and incoming and outgoing correspondences at the front desk, and handle PBX telephone operation in an efficient and professional manner. Carry out other administrative works as required.

 ESSENTIAL DUTIES:

Reception

• Ensure an attractive, pleasant and neat front desk area is maintained at all times.

• Receives and assists visitors of the office courteously, answers queries and provides information while being as prudent as possible.

• Assists visitors to leave message in the absence of the staff member to be visited and ensures the message is transferred on time.

• Regularly organize notice boards at the reception area.

Telephone and Fax communication

• Receives all incoming telephone calls, receives/sends fax messages, forward messages/documents to concerned staff on time.

• Makes official phone calls on behalf of staff members, especially senior management staff.

• Maintains external telephone directory for ATA’s main stakeholders.

• Regularly updates and maintains internal telephone contact list and share to internal users as updated

• Immediately report any fault to Information Technology team and Telecommunication Company.

Administrative

• Arranges appointments for staff and remind the approaching appointments to the concerned.

• Assists the HR team in scheduling interviews for internal and external candidates.

• Assists in arranging flight booking and hotel accommodation for staff and ATA guests as requested.

• Assists in photo copying and binding of documents with at most attention to confidentiality.

• Assists in organizing seminars/workshops, arrangement of necessary stationary materials and confirmation of participants list.

• Initiates purchase request and placement of all necessary office refreshment items at all duty hours.

• Maintains document confidentiality while receiving/issuing incoming/outgoing ATA letters.

• Follows ATA procedures to ensure the organization seal is properly used to authenticate outgoing correspondences from ATA.


• Provide secretarial services to program and administrative staff when required.

• University degree in Management, Secretarial Science and Office Management or related fields.

• 2 years relevant experience on Front Desk/ Receptionist activities.

• Skills in e-mail communication, internal outlook, and internet browsing.

• Fluency in English and Amharic languages.

• Ability to work under pressure.

• Skill in application of Microsoft Word and Excel is essential.

• Good communication skills.

• Proactive, energetic, and team player personality.

Closing date: Jan 04, 2016

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