Administration Assistant

17560-09N00063
Bujumbura
27-Nov-20
International Role - No - Only National applicants will be considered.

PURPOSE OF POSITION

The purpose of Administration Assistant is to facilitate World Vision guests at national office; manage correspondences mails/couriers, telephone calls, and transfer invoices to right staff and department, guest handling are reception and support in other administration services to the WV Burundi office.

MAJOR RESPONSIBILITIES

% Time

Major Activities

End Results Expected

20

Receive and communicate properly with individuals coming into the organization and direct them to the appropriate office/person after checking with the staff that they want to meet.

Great coordination and guidance for office visitors

20

Answering incoming telephone calls, determining purpose of callers, and forwarding calls to appropriate personnel or department

100 % of entering calla at WVB reception are received and appropriately answered

10

Facilitate outgoing and incoming telephone call from/to various staff

Coordination of all staff entering and exit calls

10

Taking and delivering messages or transferring calls to voicemail when appropriate personnel are unavailable

Messages to organization are received and managed ontime

10

Receive, sort and distribute daily mail/deliveries to right department and staff

Timely distribution/delivery of mails

10

Receiveand record invoices/correspondence before they are transferred to right departments /staff

Invoices submitted to finance /departments /right staff

5

Notifies security guards on visitor arrival, directs and allows access to those on appointments

Coordinated communication between reception service and guards

5

Keep updated staff and partners contact lists and share to all staff on monthly basis

Staff contact regulary updated

10

Perform any other task assigned by supervisors

KNOWLEDGE, SKILLS AND ABILITIES

  • A university degree in Business administration, social science, International relation, marketing, English or any other degree in a related field.

  • One (1) year experience in reception/customer care/secretariat, administration or other similar role.

Preferred Skills, Knowledge and Experience:

  • Knowledge to handle reception services and administration business

  • Strong oral and written communications skills in Kirundi, English and French;

  • Excellent computer skills in Excel and Word;

  • Experience with international NGOs

  • Ability to maintain effective working relationships with internal and external customers/clients;

  • Ability to work under pressure and committed;

  • Ability to maintain effective working relationships with staff at all levels.

Work Environment:

  • Work environment: Office-based

  • Travel: 10% Domestic travel is required.

  • On call: On supervisor’s demand

How to apply:

Should you wish to apply for this position, please go to http://careers.wvi.org/job-opportunities-in-burundi. If this is your first time applying online via the World Vision International careers website, you will need to register an account along with your application details. This site will provide you with additional functionality, such as saved searches and email alerts. Registration requires minimal information to create your account. Further details will be collected during the application process. All applicants must apply using our online application system, CVs received via email or standard post will NOT be considered.

In case you face challenges applying through the online system, please call HR department for support. The closing date for submission of applications (Updated and signed CV, motivation letter, certificates of service, and Certified Degrees) is November 27, 2020.No late applications will be accepted.

Important Note:

  • World Vision Burundi does neither use employment agencies nor does it charge money for recruitment, interviews or medical checks.

  • As a child focused organization, World Vision is committed to the protection of children and does not employ staff whose background is not suitable for working with children.

  • Although all applications will be considered on their individual merit, suitably qualified women are especially encouraged to apply.