Female Receptionist/Secretary

Working Environment 

Jesuit Refugee Service (JRS) is a faith based International NGO that has been working in Iraq for the past ten years. Our mission is to accompany, serve and advocate on behalf of refugees and other forcibly displaced persons. JRS Iraq belongs to JRS Middle East and North Africa Regional Office coordinating the work in Lebanon, Jordan, Syria, and Iraq. In 2024, thirteen people work in the CO and JRS Iraq runs programmes mostly in Qaraqosh, Sharya and Sinuni for an approximate total of 150 staff members.

General Purpose of the Position 

The receptionist/secretary fulfils a variety of welcoming and clerical support duties at the JRS Community Centre in the Sharya or in other project locations as needed.

She works closely with Base Director (BD) and Assistance base director (ABD).

Main Responsibilities of the Position

A) Visitor Welcome and Clerical Support

1. Welcome visitors to the JRS Community Centre and make them feel at ease
2. Take note of all relevant information from visits or phone calls if the required member of staff is not available (g., Assistants Base Director, Protection Coordinator, MHPSS secretary. etc) to ensure appropriate and timely follow-up
3. Maintain neat and efficient digital and manual filing systems and keep all records up to date
4. Make all necessary contacts and arrangements to facilitate appointments.
5. Handle confidential information with total confidentiality and complete security.
6. Data entry and record keeping: keep updated computerised and printed records of patients, students, and visited families, as well as attendance and discharge data.
7. Support the logistics person in related tasks.
8. Prepare accurate minutes of meeting.
9. Support coordinators and other project staff at times of registration for distribution, awareness sessions, training events, and other activities/events
10. Provide a variety of clerical duties, including drafting letters and notices, as well as scanning, photocopying, and printing documents
11. Assist in the collection and processing of data for all activities as directed
12. Schedule appointments and meetings
13. Be familiar with all JRS activities in Sharya to give reliable and updated information at the time of enquiries. 

B) Archiving

1. To archive base programme documents (filled forms, empty forms, etc.) respecting the JRS policies and procedures.
2. Securing information by completing the database backups according to JRS policies.

C) Reporting

1. To report weekly about the achievements to the Assistant Base Director.
2. Give the BD and ABD update on urgent situation that she has heard about involving staff or activities
3. Participate to the team weekly meeting.

Availability

 Undertakes any other duties as assigned by the Base Director that are within the ambit of the position.

Qualifications, skills, and attributes

1. Previous experience in a similar setting, institute of higher education, NGO or government department.
2. Two years’ clerical/secretarial experience, including word processing and computer skills
3. Ability to communicate effectively and help others.
4. Proficiency in English, Kurdish and Arabic.
5. Excellent administrative skills
6. Good spoken and written communication skills
7. Ability to work under pressure and capable of prioritising tasks
8.  Ability to work well with people of different faiths and ethnic background.

Suitably qualified candidates are to submit their CV accompanied by a cover letter explaining why they are suitable for this position and how they can contribute to the mission of the Jesuit Refugee Service (JRS) in this position. Both the CV and the cover letter should be in English.

Applications are to be sent by email to the Human Resources Officer [email protected] marked Female Receptionist/Secretary in the subject line.

CVs not accompanied by a motivation letter or without the title of the position in the subject line will not be considered.

Only shortlisted candidates will be called for an interview.