Supply Chain Assistant-Front Desk Full Time NEW

BACKGROUND:

The International Rescue Committee, one of the world’s largest humanitarian international NGOs, provides relief, rehabilitation, and development support to vulnerable people and communities over 30 countries. The International Rescue Committee (IRC) began its work in Ethiopia in 2000 Initially, the IRC focused on providing humanitarian aid and lifesaving assistance to vulnerable communities affected by conflict and other crises. Over time, the IRC expanded its operations to include early recovery and development activities, working across six regions in Ethiopia.

The IRC has a focus on narrowing the gender gap in humanitarian aid and ensuring that we contribute to gender equality, diversity, and inclusion in both our programs and operations by working to establish a context where our clients (including those from minority groups) enjoy the same rights and opportunities as well as equal access to services. The IRC also has a strong commitment to creating an equitable and inclusive culture, where safeguarding is upheld in our workplace and programs. We are determined to protect our clients and staff from safeguarding violations through prevention and, where misconduct is alleged, to address it without fear or favor.

Major Responsibilities:

• Receive & send fax messages and forward the documents to the staff concerned.
• Ensure urgent messages are followed up accordingly by the front desk and the staff member concerned.
• Collaborate with different departments to ensure smooth day-to-day operations
• Making official phone calls on behalf of staff members, especially senior managers.
• Maintaining and regularly updating an internal telephone extension list and instructions for use
• Reporting any faults to the IT Officer and Telecommunication Company immediately.
• Securely maintain and use IRC stamp only on the authorized/approved documents.
• Making appointments for staff and reminding them of approaching appointments. Schedule interviews for internal and external candidates.
• Efficiently issue stationeries for staff upon request, release supplies from the store by filling Store Release Form. Maintain tracking of stationeries issued VS inventory realized from store.
• Conduct analysis of supplies purchased, and supplies released from store VS Inventory tracking of logistics. Proactively raise PR for quarter procurement request before the supplies gets depleted.
• File documents for the Country Director.
• Regularly check incoming mailboxes including the post office and Ensure mail pouches to NY and Field sites are dispatched in a timely manner.
• Open internal envelopes and distribute them to the intended personnel.
• Make copies of personnel letters. Assist in the distribution of signed/approved documents.
• Ensure outgoing mail pouches are dispatched on time.
• Assist in coordinating farewells and procurement of gifts for staff.
• Performs any additional tasks assigned by his/her supervisors.
• Booking and Approving meetings for staff as per their request and time by Scheduling appointments, meetings, and coordinate conference room bookings.
• Manage tracking – Exit clearance, letters, contracts, etc
• Maintain records of office supplies and assist in procurement when needed.
• Uphold the NGO’s values and maintain a welcoming atmosphere for all stakeholders.
• Facilitate Gate pass ID for Staff and Visitors.
• Supervise and follow up Cleaners.
• Support drafting different letter
• Maintaining front desk office supplies and equipment
• Anticipate guests’ needs and provide appropriate service, responding to guest issues and concerns.
• Monitor and handle guest comments.
• Distributing Bid documents on behalf of the supply chain department for external users.
• Share Weekly vehicle arrangements for the HR department.

Safeguarding Responsibilities

• Promote and actively participate in initiatives and efforts to build team engagement, inclusion, and cohesion in the IRC Ethiopia team and field offices.
• Foster ongoing learning, honest dialogue, and reflection to strengthen safeguarding practices and uphold IRC values and policies across all aspects of grants management and partnership engagement.

Educational Requirements:

• BA degree/ Diploma in Management, Business Administration, Personnel Management and related fields.

Preferred experience & skills:

• 2 years of experience for diploma/TVET holders and 0 years of experience for degree holders.
• Excellent verbal and written communication skills as well as, an overall ability to be clear and concise in all communications
• Strong organizational and time-management skills; proven ability to prioritize and deliver on time
• Strong analytic problem-solving skills
• Ability to work both independently and in a dynamic, cross-functional global team structure
• Highly proficient in Microsoft Office suite
• Demonstrated ability to work effectively with stakeholders at all levels
• Ability to manage and work through change in a proactive and positive manner.

Language Skills:

• Proficiency in English, spoken and written, is the most important requirement for this job.