EXECUTIVE ASSISTANT/RECEPTIONIST Juba Based CRS South Sudan

EXECUTIVE ASSISTANT/RECEPTIONIST

Catholic Relief Services (CRS) is the overseas relief and development agency arm of the United States Conference of Catholic Bishops. It was founded 1943 and works in over 100 countries globally. CRS has worked in Southern Sudan since 1989, supporting and implementing initiatives in Emergency Response, Peace-building, Agriculture, Health, Education, and Income Generation. CRS’ work reflects and expresses the principles of Catholic Social Teaching however CRS assists persons on the basis of need, not race, creed, or nationality. 

Catholic Relief Services South Sudan Program wishes to recruit highly competent, proactive and self-driven persons (South Sudanese National only) to fill the position of Executive Assistant/Receptionist to be based in Juba, Central Equatoria State.

PURPOSE OF THE POSITION:

The Executive Assistant/Receptionist (EAR) provides administrative support to the Country Representative and the Senior Management Team.  Under the guidance of all positions supported, the EAR not only manages schedules and correspondence, but also handles select projects as assigned.  S/he works as a member of the Executive Office support team, and helps manage the day-to-day tasks of the Executive Office.

The EAR shall manage all office reception functions and shall serve as a focal person for channeling telephonic communications, forwarding mail and scanning support & project documents for the Senior Management Team within the office in Juba.  S/he shall also serve as a primary contact in receiving and directing visitors and CRS’ partners at the office.  The incumbent will carry out all tasks specified in this Job Description in an appropriate manner as per the organization’s requirements.

KEY RESPONSIBILITIES

§  With respect and courtesy receive visitors and direct them to the related units/departments as appropriate.

• Coordinate visitors’ appointments to meet Country Representative and the Senior Management Team in Juba and vice versa.

§  Maintain a record of the visitors to the office and ensure that the “Guest Book” is duly signed.

§  Ensure that the reception area is kept neat, clean and tidy – projecting a professional work environment.

§  Coordinate office and desk space placement for visitors to the CRS office and record the dates of staff leaves, as well as other official absences, in order to track where vacant desks are in the office.

§  Date, stamp and initial all incoming correspondences and ensure that they are routed to the office administrator.

§  Maintain the filing system at the reception area and make sure copies of all incoming and outgoing correspondences are filed chronologically.

§  Send and receive pouches to and from CRS offices within South Sudan and outside South Sudan and ensure pouch lists are reviewed and verified by the Administration Manager.

§  Manage the scheduling of both conference rooms, the small front room and the larger back room and ensure that the white board for scheduling posted at each room is kept current for all staff to view.

§  Scan program and support documents as and when requested/needed.

• Assist and do necessary arrangements for meetings, trainings, workshops and conferences being organized in the office for both program and support staff as and when needed.
• Maintain a list of telephone directory for necessary NGOs, UN agencies and governmental departments located in South Sudan.

§  Handles all scheduling, including Outlook calendar management, internal and external meeting requests, conference calls, other appointments, for the Country Representative and the Senior Management Team.

§  Plans and coordinates the logistics of meetings and events, internally for visitors.

§  Coordinates activities, including all schedules, correspondences, files, projects, etc.

§  Provides briefing on matters requiring executive attention, as appropriate.

§  Maintains global and headquarters calendar and announcements.

§  Follows up on administrative details of assigned projects and has the authority to take the required action to ensure resolution.

§  Coordinates receptions, social events and related special event activities.

§  Maintains SharePoint site, including Executive Office calendar.

§  Attends meetings when asked to produce meeting minutes as needed.

§  Coordinates correspondence, files reports and preserves vital records as needed.

§  Maintains up-to-date contact information of Regional office and senior staff.

§  Coordinates receptions, business and special event activities, as assigned.

A.   Confidentiality:

• Keep all documents and information related to CRS’ program activities, personnel and development plans confidential.
• Adhere to CRS’ principles of confidentiality in relations to staff, partners, vendors and other. Report to the management potential irregularities or any misbehavior that occurs.

B.   Working Relationships:

§  Internal: Senior Management, Program and Program Support staff based in Juba, and Administration Manager as direct supervisor

§  External: CRS visitors and partners plus vendors and service providers.

Minimum Qualifications/Experience

• Diploma/Certificate in office management or secretarial studies.
• Minimum of 2 years of working experience in the field of receptionist or office secretary with recognized international NGOs and or UN agencies.
• Ability to work long hours
• Fluent in English (Oral and written) and good command on local language.
• Be computer literate – especially in word processing and spreadsheet.
• Good knowledge of Microsoft applications including emails “Outlook”.
• Ability to operate telephone, scanner and photocopier machines effectively.
• Ability to learn quickly, strong self-training readiness.
• Must be self-starter with excellent demonstrated teamwork skills.
• Capable to work in a multi-national/cultural environment. Possess good interpersonal, Communication, and organizational skills.

Application letters and CVs together with the names of three professional referees, should reach the undersigned not later than Friday 30^th November, 2012. Only short-listed candidates will be contacted.

Human Resources Manager

Catholic Relief Services –

Southern Sudan program, Juba Office

OR by E-mail to: jobapps@crssudan.org/Taban.Elisapana@crs.org

CRS Sudan Program is an equal-opportunity employer.  In making employment decisions it does not discriminate on the basis of gender, ethnicity, religion or political affiliation.