March 2002 version

Save The Children International

Bangladesh country office

ASSISTANT ADMINISTRATIVE OFFICER FRONT DESK

TEAM/PROGRAMME: AdministrationLOCATION: Dhaka

GRADE: FPOST TYPE: Regular

Child Safeguarding: Level 1: the role holder will not have contact with children and/or young people, or access to personal data about children or young people, as part of their work; therefore a police check will not be mandatory unless the content or location of the role changes, in which case the Child Safeguarding level will be reviewed.

ROLE PURPOSE: This position is mainly responsible for managing reception desk and handling telephone calls, PABX equipment at Dhaka office. S/he will handle every visitor in a polite and courteous manner and exceed guest expectations, provide prompt, and efficient service to all visitors. Receive all incoming mails/invoices and enter record in relevant register, ensure all mails are distributed promptly and accurately to the respective person on the same day and keep reception area and front desk clean and tidy at all times are some other requirements.

SCOPE OF ROLE:

Reports to: Administrative Officer Store and ReceptionDimensions:

Staff directly reporting to this post: None

KEY AREAS OF ACCOUNTABILITY: Key Area 1: Front desk management

Meet and greet visitors to office and respond to public queries. Provide prompt, courteous and efficient service to all visitors so as to achieve a high level of visitor satisfaction through personalized services. Ensure proper operation of the switchboard, resulting in fast and efficient transferring of internal and external calls. Place fax both for local or international and arrange the teleconference as required. Maintain an up to date knowledge of official meetings inside the office premises to guide the visitors properly. Key Area 1I: Incoming mail management and bill register:

Distribute the incoming mail promptly and accurately to the respected person. And log the record in the mail register. Keep the record of outstanding invoice in the system.Key Area III: Cheque disbursement

Receive cheques from finance and distribute to the concern vendors within the earliest possible time. Follow the proper instruction regarding cheque disbursement and keep the record.Key Area 1V: Support the Procurement Department Tender schedule distribution and assist the vendor regarding quotation drop.Key Area V: Coordination with SCI Banani Office: Coordinate with Transport Section to maintain timely and uninterrupted shuttle service between Gulshan and Banani Office. Ensure proper distribution of mail and other necessary things between officesVI. Ready to work to respond to any natural disaster or emergency situation anywhere in Bangladesh.

SKILLS AND BEHAVIOURS (our Values in Practice)

Accountability:

Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values

Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achievedAmbition:

Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same

Widely shares their personal vision for Save the Children, engages and motivates others

Future orientated, thinks strategically.

Collaboration:

Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters

Values diversity, sees it as a source of competitive strength

Approachable, good listener, easy to talk toCreativity:

Develops and encourages new and innovative solutions

Willing to take disciplined risksIntegrity:

Honest, encourages openness and transparency

QUALIFICATIONS AND EXPERIENCE:EssentiaL : Working Experience: At least 2 years of experience in managing PABX and front desk, preferably in an international organization. Skills: Excellent verbal communication skills especially in English, Excellent listening skills, Excellence in official telephonic communications, Prompt in responses.S/he should have excellent operational knowledge on PABX, excellent verbal communication skills, especially in English, official telephonic communications, and should be proficient in computer operation, particularly in MS Word, Excel, Power Point, Outlook. Problem solving and decision making, Applying technical and professional expertise, Working effectively with others, Communicating with impact Networking.DesirablE :

Academic: Bachelor degree in the relevant field.

Job related knowledge: Relevant technology, troubleshooting and understanding about basic admin functions

Attitude:

To work in team

To protect children in connection

To be non-discriminatory and gender sensitive

Date of issue: Author :

Signature of Supervisor: Signature of Supervisee:

date