Receptionist

The Korea International Cooperation Agency (KOICA) was established in 1991 by the South Korean Ministry of Foreign Affairs as a government organization for Official Development Assistance (ODA) to improve the effectiveness of the Republic of Korea’s grant assistance programs for developing countries by implementing government grant assistance and technical cooperation programs. Present in 44 countries, KOICA provides rich and authentic experiences of Korea’s economic development. The Major areas of intervention of KOICA in Ethiopia are:

• Governance and Democracy
• International Development and cooperation, etc.
• Job creation (for youth and women)
• Capacity building of public institutions
• Volunteer Program

As part of the implementation of the Bilateral cooperation program, Korea International Cooperation Agency (KOICA) is seeking to recruit a highly motivated and competent Professional for the following position:

The receptionist will work on front desk operations management in KOICA Ethiopia Office. He/she is responsible for managing the overall reception management activities and ticketing and Coordinate capacity-building program proposals from line ministries in Ethiopia.

Reception

Front Desk Operations:

• Managing the incoming calls and reception of guests and the outgoing and incoming letters,

Management of office incoming calls:

• Answering the call providing and receiving the relevant Information from the caller, transfer the call in case the call was made to an officer.
• Making appointments with guests, confirm appointments

Reception of guests

• Receive the guest and provide the relevant information, and provide required services accordingly
• Manage office space reservations

Incoming and Outgoing Letters

• Receive Incoming Letters, sign on the copy of the letter for evidence and receive the original and distribute/ submit to the respective officer
• For Outgoing letters, provide reference Numbers, keep copy of the outgoing letter and file for archive.

Ticketing and Reservations

• Management of ticket booking for staff related to Business trips, leaving and newly arriving staff and reservations of hotels and arrangement of rental cars

Flight Ticket Booking

• Receive Requests regarding flight ticket booking, receive relevant information and contact ticketing agency to get booking confirmed.

Hotel Reservations

• Receive any inquiry from staff, receive relevant information such as check in and check dates and contact hotel to confirm booking.

Car Rental

• Receive any inquiry from staff, receive relevant information such as dates and Destination, contact Car Rental Agency to confirm booking

Management of Office Car

• Managing reservation of office cars to officers for office use.
• Post schedule of car arrangement every day for the present day and the next day to facilitate posting and reserving respective office cars by officers going out of the office for office related tasks.

Facility and Devices Management

• Maintain the office facilities (office facility, IT, and Network devices) through regular inspections, and repair if necessary.
• Closely monitor and check office maintenance with building managers.

Assistant to HR Admin

Assistant to Admin to work on visa and ID issue:

• Processing and follow up New ID, Lost ID, ID Extension, Work Permit, Name Cards, Driver's License, VIP Pass and Salon Entry and ID Returning and Exit Visa Applications.

supporting other related Tasks

Duration of Contract for the position: Regular Basis (Contract extension by year depending on performance)

Required No.: 1

Work Place: Addis Ababa, Sarbet office.

Required Qualifications

• Certificate in front desk management, receptionist, and any other related fields
• Excellent Basic Computer skills: MS Office and internet usage
• 2-3 years Minimum related work experience mainly reception and reservation management
• Excellent in written and Spoken English
• Excellent communication skills
• Good Time Management Skill

Preferred Qualifications

• Commitment to KOICA’s Vision, Mission and Values
• Experience working in multicultural working environment etc.
• Able to contribute positively as part of a team.
• Helping out with various tasks as required