Welcome Service Assistant/receptionist

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 and 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 Business Card ordering Monitoring generic MENA zone office email addresses and forwarding emails as needed Maintaining the stock of vehicle and tax exemption forms in a locked place, and logging their usage and follow-up in a logbook 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 Managing DHL and other material sent by courier 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 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.   Duties applicable to all staff   Person specification     Person Specification Required Preferred General Good mental and physical health X   Experience 3 years of relevant qualification or professional experience as a receptionist and in administration X   Experience in Working with the Red Cross/ Red Crescent   X Skills Good computer Skills (windows, spreadsheets, word-processing) X   Fluent in English and Arabic X   French language   X Core Competencies Able to work in stressful situations X   Pro-active and highly organized. X