Job Title : RECEPTIONIST
Department : GENERAL ADMINISTRATION AND FINANCE DEPARTMENT
Job Code : 310/AVA/EXT/A1/EEI-TL/VI/2015
Closing date : June 12nd, 2015
Location : Dili, Timor Leste
Appointment : Local National Hire
Terms of Reference
The experience vocational education held for more than 10 years from the date of establishment, 10 November 2003 to the present. Eiros Entrepreneur Institute (EEI) has a better understanding about the implementation of vocational education effectively and efficiently.
Thousands of students have benefits from our educational system, not even a little of our alumni who now occupy important positions in field of computers, administration, finance and other such as the staff of the government, EDP Manager in a hotel or private companies nationwide.
EEI provide not just a theory or a new concept, but more emphasis on practical experience, tips and discussion of real cases daily with the method of experiential learning, role play, quizzes, personal assessment, video clips, and others.
EEI designing program stormed the training needs of human resources in the areas of soft skills, particularly for employees to staff levels and general manager for all Timorese People.
PURPOSE OF THE POSITION
(The main reason for the position, in what context and what is the overall end result)
The Receptionist is responsible for providing secretarial, clerical and administrative support in order to ensure that EEI services are provided in an effective and efficient manner.
(The way that the position contributes to and impacts on the organization)
The Receptionist reports to the Executive Director and is responsible for providing office and clerical services. Failure to provide these services in an efficient and effective manner will result in disruptions in the provision of services.
(Major responsibilities and target accomplishments expected of the position including the typical problems encountered in carrying out the responsibilities.)
- Provide office support services in order to ensure efficiency and effectiveness within the Hamlet Office
Receive, direct and relay telephone messages and fax messages
Direct the First Nations Members and the general public to the appropriate staff member
Pick up and deliver the mail
Open and date stamp all general correspondence
Maintain the general filing system and file all correspondence
Assist in the planning and preparation of meetings, conferences and conference telephone calls
Make preparations for Council and committee meetings
Maintain an adequate inventory of office supplies
Respond to public inquiries
Provide word-processing and secretarial support
- Perform clerical duties in order to maintain Hamlet administration
Develop and maintain a current and accurate filing system
Monitor the use of supplies and equipment
Coordinate the repair and maintenance of office equipment
- Performs receptionist functions
Answer all incoming calls and handle caller’s inquiries whenever possible
Re-direct calls as appropriate and take adequate messages when required
Greet, assist and/or direct students, visitors and the general public
- Support the Executive Director and other staff
Assist the Executive Director and other staff as requested
Provide administrative services for the Executive Director
- Perform other related duties as required
KNOWLEDGE SKILLS AND ABILITIES
(The knowledge, skills and attitudes required for satisfactory job performance)
The incumbent must have proficient knowledge in the following areas:
- Office administration
- An understanding of relevant legislation, policies and procedures
- An understanding of the northern cultural and political environment
The incumbent must demonstrate the following skills:
- Team building bookkeeping skills
- Bookkeeping skills
- Analytical and problem solving skills
- Decision making skills
- Effective verbal and listening communications skills
- Computer skills including the ability to operate computerized accounting, spreadsheet and word-processing programs at a highly proficient level
- Stress management skills
- Time management skills
The incumbent must maintain strict confidentiality in performing the duties of the Finance Clerk.
The incumbent must also demonstrate the following personal attributes.
- Be honest and trustworthy
- Be respectful
- Posses cultural awareness and sensitivity
- Be flexible demonstrate sound work ethics
The Receptionist would normally attain the required knowledge, skills and attitudes through completion of an office procedures and/or bookkeeping course combined with related experience. Equivalencies will be considered.
(The unavoidable, externally imposed conditions under which the work must be performed and which create hardship for the incumbent including the frequency and duration of occurrence of physical demands, environmental conditions, demands one one’s senses and metal demands.)
(The nature of physical effort leading to physical fatigue)
The Receptionist will have to spend long hours sitting and using office equipment and computers which can cause muscle strain. The Receptionist may also have to do some light lifting of supplies and materials from time to time.
(The nature of adverse environmental condition affecting the incumbent)
The Band Office may be a busy facility. The Receptionist may have to manage a number of projects at one time, and may be interrupted frequently to meet the needs and requests of residents, client and contractor. The Receptionist may find the environment to be busy, noisy and will need excellent organizational and time and stress management skills to complete the required tasks.
(The nature of demands on the incumbent’s senses)
Sensory demands include use of the computer, which may cause eyestrain and occasional headaches. The Band Office may be noisy and busy making it difficult for the Receptionist to concentrate.
(Conditions that may lead to mental or emotional fatigue)
The Receptionist will have to manage a number of request and situations at one time. Stress may be caused by the need to complete tasks within tight deadlines.
HOW TO APPLY
- This is a local and foreign hired position.
- Please only submit your cover letter, CV, and reference (at least three names with full contact details) to: firstname.lastname@example.org.
- Do not forget to state your name and position applied in the e-mail subject.
- Deadline of application is June 12nd, 2014. Late submission will not be considered; hard copy applications and phone inquiries will not be accepted.