Vacancy title:
Receptionist

Jobs at:
International Organization for Migration (IOM)

Deadline of this Job:
2nd September 2018

Duty Station:
Kigali, Rwanda

Summary
Date Posted: 21st August 2018 , Base Salary: Not Disclosed , Employment Type: Full-Time

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.
IOM is committed to a diverse and inclusive environment. Applications from qualified female candidates are especially encouraged. Internal and external candidates are eligible to apply to this vacancy. For the vacancy, internal candidates are considered as first-tier candidates.

JOB DETAILS:
Reference Code VN2018/15 - RW
Context:
Under the overall supervision of the Chief of Mission and under the direct supervision of the Resource Management Officer the incumbent will perform clerical and office reception tasks in support of IOM Rwanda main office daily operations.
Core Functions / Responsibilities:

• Receive, Register and distribute all correspondence/mail coming in and out of the office,
  
• Operate the switchboard, welcome/help visitors to office and usher them as required;
  
• Issuing and recording reference numbers of all correspondence
  
• Ensure office cleanliness by coordinating the work of cleaners at office;
  
• Report on the stock status of office supplies and assist in the stock replenishment in due time;
  
• Maintaining the organization of paper, documents and doing photocopying and duplicating services as requested;
  
• Ensure that only authorized persons can enter the building;
  
• Supporting office hospitality in the presence of guests by ensuring that tea, water and refreshments are served and provided at official meetings as requested;
  
• Perform any other related duties as assigned by the supervisor.
  Required Qualifications and Experience
  Education
  
• Diploma in Completed High School certificate/diploma from an accredited academic institution in Secretarial Studies, Office Management or its equivalent with two (2) years of relevant professional experience or,
  
• Bachelor degree from an accredited academic institution
  Experience
  
• Demonstrated proficiency with Microsoft Office applications, including Excel, PowerPoint, word as well as good knowledge working with databases and online applications
  
• Mature individual, able to work independently, effectively and harmoniously with colleagues from varied cultures and professional backgrounds at all levels.
  
• Tolerant individual with ability to work with people from different background and with flexibility and able to work on overtime, when requested
  
• Demonstrated ability to maintain accuracy and confidentiality in performing responsibilities.
  
• Previous working experience with NGOs, international organizations, health institution or a busy finance/administration office would be a distinct advantage
  Languages
  Fluency in English and Kinyarwanda is required. Knowledge of French and Swahili is an added advantage
  Required Competencies
  Behavioural
  
• Accountability – takes responsibility for action and manages constructive criticisms
  
• Client Orientation – works effectively well with client and stakeholders
  
• Continuous Learning – promotes continuous learning for self and others
  
• Communication – listens and communicates clearly, adapting delivery to the audience
  
• Creativity and Initiative – actively seeks new ways of improving programmes or services
  
• Leadership and Negotiation – develops effective partnerships with internal and external stakeholders;
  
• Performance Management – identify ways and implement actions to improve performance of self and others.
  
• Planning and Organizing - plans work, anticipates risks, and sets goals within area of responsibility;
  
• Professionalism - displays mastery of subject matter
  
• Teamwork – contributes to a collegial team environment; incorporates gender related needs, perspectives, concerns and promotes equal gender participation.
  Other
  Appointment will be subject to certification by the Organization’s (IOM’s) Medical Officer, based on medical examination(s), that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the Government of Rwanda, where applicable.
  This application is open to all Rwandese citizen and any other foreign national as long as such an applicant has a right of residence and right to work in Rwanda at the time of application (IOM will not be responsible in securing such Visas or authorisations from the Government of Rwanda, any applicant of foreign nationality must provide authentic certification from Government of Rwanda in regard to right of residency and right to work in Rwanda at the time of  application).