Receptionist

JOB PURPOSE: The Welcome Service Assistant / Receptionist is responsible for answering the telephone, managing the radio base station and fax, attending to visitors, and assisting the Zone Administration Coordinator in the smooth running of the MENA Zone office and related administrative matters KEY TASKS & RESPONSIBILITIES: Welcome Services Ensure that telephone calls are professionally answered Switchboard (including managing the switchboard, fax and telephone system) Receiving all visitors Attend to visitors and send them to the relevant offices Ensure that the reception area and meeting rooms are well maintained and kept clean, neat and tidy   VHF/HF Radio base station Operate the office VHF/HF radio base station, ensuring that regular contact is maintained with vehicle based radio sets and hand held sets according to the radio and security procedures of the IFRC   Office Administration Meeting room bookings Logging and distributing incoming mail Organising, sending and following up all outgoing mail & Faxes Maintaining files of incoming and outgoing correspondence and faxes Updating, maintaining and distributing contact lists Issuing and  maintaining a stock of updated Welcome Packages for new staff and visitors Stationery stock, issue and re-order Businss Card ordering Monitoring generic MENA zone office email addresses and forwarding emails as needed Maintaining and checking the IFRC PO Box address, together with any related payments, agreements and correspondence Managing and maintaining agreements and payments for IFRC subscriptions to magazines, publications and newspapers Managing the pigeon hole system and organising regular mail-outs Responsible for the booking of flights, the request for transport pick up and drop off of all incoming and outgoing persons Liaising with travel agents and airlines to ensure the most appropriate and cost efficient services and flights. Booking hotels for delegates and visitors, and liaising with the hotels to ensure a high quality service Tracking flights, invoices and liaison with the finance department on these matters Producing a weekly list of who is travelling where Visas and residency permits Make small payments (petty cash) Create & maintain updated shared calendars on outlook Ensure keeping and ordering a stock of housekeeping’s consumable material (coffee , water, cleaning material..) DUTIES APPLICABLE TO ALL STUFF: Actively work towards the achievement of the Secretariat’s goals and abide by and work in accordance with the Red Cross/Red Crescent principles. Perform any other work related duties and responsibilities that may be assigned by the line manager or technical supervisor. The above job description can be altered accordingly as and when required by the Zone Head of Support Services to include any revised job function.  PERSONAL SPECIFOCATIONS: Good mental and physical health 3 years of relevant qualification or professional experience as a receptionist and in administration - Required Experience in wprking in Red Cross Red Crescent is preferred Good computer Skills (windows, excel spreadsheets, word-processing)- required Pro-active and highly organized - required Can work under stress - required Team Work