Front Desk Assistant

About the role

The International Rescue Committee (IRC) is hiring a Front Desk Assistant in Addis Ababa. The role covers reception, administrative support, mail handling, appointment scheduling and coordination of office supplies, while upholding IRC's safeguarding standards.

Key responsibilities

• Receive and send faxes, follow up urgent messages and make official phone calls on behalf of staff, especially senior managers.
• Maintain the internal telephone extension list, report faults to the IT Officer and telecommunication company, and keep the IRC stamp secure.
• Schedule interviews for internal and external candidates, book and approve meetings, and coordinate conference room bookings.
• Issue stationery, track what is issued versus store inventory, analyse purchases and raise quarterly procurement requests proactively.
• File documents for the Country Director, open and distribute incoming mail, dispatch mail pouches to New York and field sites, and make copies of personnel letters.
• Assist in coordinating farewells and procurement of gifts for staff, and share weekly vehicle arrangements for the HR department.
• Anticipate guests' needs, monitor guest comments, and facilitate gate pass IDs for staff and visitors.
• Supervise and follow up cleaners, support drafting letters, and perform other tasks assigned by supervisors.

Required profile

• BA degree or diploma in management, business administration, personnel management or related fields.
• Diploma/TVET holders: 2 years of experience; degree holders: 0 years of experience preferred.
• Excellent written and spoken English and Amharic.
• Ability to work independently and in a cross-functional global team, and to manage change proactively.

Required skills

• Strong organisational and time-management skills, with clear, concise communication.
• Analytical problem-solving skills and stakeholder engagement at all levels.
• Highly proficient in the Microsoft Office suite.