Receptionist

Receptionist based in Phnom Penh 

The role

The Receptionist is responsible for providing secretarial, clerical and administrative supports in order to ensure that the services are provided in an effective and efficient manner. The positon will responsible to manage the front desk area, operate telephone switchboard, answer telephone calls and transfer calls to appropriate individuals, greeting the visitors to the office of SC courteously, provide them with needed information or direct them to the appropriate individuals

 

The position will also perform a range of duties such as visa application, hotel and transport reservation, booking of domestic air tickets, mail sorting, updating the visitors’ tracker and managing the movement of office and kitchen supplies within the organization including request for stock replenishment in every 3 months and issuance stock to all staffs.

 

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

 

Qualifications and experience

  • Bachelor in Business Administration or relevant degree

Essential

  • At least 2 year experiences of receptionist and administration position
  • Computer knowledge (MS Office application, Internet and E-mail)
  • Telephone techniques/ Office foundation skill
  • Good communication and interpersonal skills
  • Good command of English language skills

Desirable

  • Is a team player and good personal manner
  • Has ability work under pressure, cope competing, demands and prioritized tasks
  • Hardworking, service oriented, polite and friendly

 

Contract length: Unlimited Duration Contract (UDC)

 

The Organisation

We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realise the rights of children and to ensure their voices are heard. 

 

We are working towards three breakthroughs in how the world treats children by 2030:

  • No child dies from preventable causes before their 5th birthday
  • All children learn from a quality basic education and that,
  • Violence against children is no longer tolerated

 

We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children.  We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive workplace where ambition, creativity, and integrity are highly valued.

  

Application Information:

Please apply using a cover letter and up-to-date CV as a single document to jobs.cambodia@savethechildren.org. Please also include details of your current remuneration and salary expectations. A copy of the full role profile can be found at http://cambodia.savethechildren.net or https://www.facebook.com/SavetheChildreninCambodia

 

Closing date for application is 15th of February 2019.

 

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

 

For more information about Save the Children in Cambodia, visit our website: https://cambodia.savethechildren.net/about-us

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TITLE:  RECEPTIONIST

TEAM/PROGRAMME:  SUPPORT SERVICES

LOCATION: PHNOM PENH

GRADE: 5

CONTRACT LENGTH: UDC

 

CHILD SAFEGUARDING:

Level 3:  the post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.

 

ROLE PURPOSE:

 

The Receptionist is responsible for providing secretarial, clerical and administrative supports in order to ensure that the services are provided in an effective and efficient manner. The positon will responsible to manage the front desk area, operate telephone switchboard, answer telephone calls and transfer calls to appropriate individuals, greeting the visitors to the office of SC courteously, provide them with needed information or direct them to the appropriate individuals

 

The position will also perform a range of duties such as visa application, hotel and transport reservation, booking of domestic air tickets, mail sorting, updating the visitors’ tracker and managing the movement of office and kitchen supplies within the organization including request for stock replenishment in every 3 months and issuance stock to all staffs.

 

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

 

SCOPE OF ROLE:

 

Reports to: Administration Officer

Staff reporting to this post: N/A

Budget Responsibilities: N/A

Role Dimensions: N/A

 

KEY AREAS OF ACCOUNTABILITY :

 

  • Greet the visitors to the office of SC courteously, provide them with needed information or direct them to the appropriate individuals
  • Politely receive all incoming telephone calls and take clear note to give to the correct staff member.
  • Ensure front office look professional and good appearance
  • Coordinate visa application, visa attestation and visa extension for international staff and dependences; entry visa for visitors/donors who require this support
  • Support program team in arranging visitors/donors hotel booking, transport arrangement, visa process and others requirement needed
  • Manage in-coming and out-going mails, correspondences, and other documents, scan and record in both hard and soft registration journal and distribute to relevant staff (Internal, External and International).
  • Ensure that the post office box is checked weekly. Ensue mail is circulated promptly to the appropriate person.
  • Manage and update visitors/donors and program visit to ensure country visitor information are updated and shared with SMT on monthly basic
  • Photocopy and collate document as necessary. Ensure photocopy machine, light and air conditioner at all floors are turned on each morning and working properly and off after working hour.
  • Handle request from staff for meeting room booking, catering arrangement, hotel reservation, domestic flight booking, external photocopying and express courier
  • Assist line manager in handling some procurement activities including meeting venue, food catering and accommodation and ensure all procurement transactions are tracked and shared with Supply Chain Manager in monthly
  • Assist in requesting for the procurement of office supplier, kitchen supplies and drinking water to use at whole office.
  • Manage the office stationeries and pantry supplies and delivery to staff as requested and produce monthly report as needed.
  • Assist in conducting physical count 2 times per year on office and kitchen supplies
  • Carry out other administrative tasks as assigned by Administration Officer

 

Child Safeguarding responsibilities

Ensure that children’s activities are safe for children and that all steps are taken to ensure their meaningful and safe participation.

 

BEHAVIOURS (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 achieved.

Ambition:

  • sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
  • widely shares their personal vision for Save the Children, engages and motivates others
  • future orientated, thinks strategically and on a global scale.

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 to.

Creativity:

  • develops and encourages new and innovative solutions
  • willing to take disciplined risks.

Integrity:

  • honest, encourages openness and transparency; demonstrates highest levels of integrity

 

QUALIFICATIONS 

  • Bachelor in Business Administration or relevant degree

 

EXPERIENCE AND SKILLS

Essential

  • At least 2 year experiences of receptionist and administration position
  • Computer knowledge (MS Office application, Internet and E-mail)
  • Telephone techniques/ Office foundation skill
  • Good communication and interpersonal skills
  • Good command of English language skills

Desireable

  • Is a team player and good personal manner
  • Has ability work under pressure, cope competing, demands and prioritized tasks
  • Hardworking, service oriented, polite and friendly

 

Additional job responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

 

Equal Opportunities

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

 

Child Safeguarding:

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

 

Health and Safety

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.

 

JD written by: Nou Socheat

Date: 31/01/2019

 

JD agreed by:

Date:

 

Updated By:

Date:

 

Evaluated:

Date:

 

Location: Cambodia

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Closing date: Friday 15 February 2019

All jobs close at midnight UK time on the date specified

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