Receptionist Volunteer (National)

TITLE: Receptionist Volunteer

TEAM/PROGRAMME: HR& Admin

LOCATION: Amman – Jordan

GRADE:

CONTRACT LENGTH:

CHILD SAFEGUARDING:

Level 3: the post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.

ROLE PURPOSE: administrative support to the Syria Response Office (SRO) and its staff. The post holder is responsible for coordinating and facilitating the day-to-day administrative duties of the office. In the event of a major humanitarian emergency, the role holder will be expected to adapt and work outside the normal role profile, including varying working hours

SCOPE OF ROLE:

Reports to: Admin Officer

Staff reporting to this post: None

KEY AREAS OF ACCOUNTABILITY :

Receptionist Duties:

• Ensure that the reception area remains tidy, organized, and welcoming.

• Answer phone calls, take messages, and forward them to the concerned staff promptly and accurately.

• Manage all incoming and outgoing faxes, including recording, copying, and filing.

• Welcome guests, ensure they are directed to the appropriate department or individual.

• Update the office contact list regularly and manage the staff fingerprint system.

• Assist to manage the staff fingerprint system and access cards.

• Assist in onboarding new staff members, including tasks related to personnel such as issuing IDs, business cards, and keys.

General Administration:

• Manage bookings for SRO meeting rooms.

• Track the availability of office stationery and kitchen consumables; raise purchase orders when stock needs replenishing.

• Support the Admin officer with the office guest houses maintenance, and with guesthouses quarterly visits and identifying necessary items needs at the guest

•Support the Admin officer in managing office cleaning and coordinating with the cleaner

BEHAVIOURS (Values in Practice)

Accountability:

• holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:

• sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
• widely shares their personal vision for Save the Children, engages and motivates others
• future orientated, thinks strategically and on a global scale.

Collaboration:

• builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
• values diversity, sees it as a source of competitive strength
• approachable, good listener, easy to talk to.

Creativity:

• develops and encourages new and innovative solutions
• willing to take disciplined risks.

Integrity:

• honest, encourages openness and transparency; demonstrates highest levels of integrity

QUALIFICATIONS :

High school diploma or equivalent; college degree preferred.

EXPERIENCE AND SKILLS:

• 0-2 years ofexperience in a relevant field.
• Excellent interpersonal skills
• Solid written and verbal communication skills in English (required) and Arabic.
• Computer literate (including working knowledge of Microsoft Office) and ability to do internet based research
• Excellent attention to detail, organisational skills and discretion with confidential information
• Ability to work independently and proactively
• Multitasking and time-management skills, with the ability to prioritize tasks
• Customer service attitude

Additional job responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Equal Opportunities

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Child Safeguarding:

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Safeguarding our Staff:

The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy

Health and Safety

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.