IRC - Front Desk Assistant

IRC has operated in Ethiopia since 1999, delivering humanitarian and development programs in several sectors. The organization is committed to inclusion, gender equality, accountability, and safeguarding staff and clients from exploitation and abuse.

Job Description

The International Rescue Committee is seeking a professional, organized, and service-oriented Front Desk Assistant to support reception services, office administration, communication, document management, inventory control, and daily office coordination at its Addis Ababa office.

The successful candidate will help maintain an efficient, welcoming, and well-organized working environment while providing administrative support to staff and visitors.

Key Responsibilities

1. Front Desk and Reception

Welcome visitors and provide courteous, professional reception services.

Respond to visitors' questions, comments, and concerns.

Coordinate visitor and staff gate passes and identification procedures.

Receive and distribute incoming correspondence, internal mail, and personnel documents.

Manage incoming and outgoing mail pouches and ensure timely delivery to field offices and other destinations.

Distribute bid documents to external users on behalf of the Supply Chain Department.

2. Communication and Scheduling

Receive and send fax messages and forward documents to the appropriate staff.

Follow up on urgent messages to ensure timely delivery.

Make official telephone calls on behalf of staff, particularly senior managers.

Maintain the internal telephone extension directory and related instructions.

Report telephone and communication equipment problems to the IT Officer and service provider.

Schedule appointments, coordinate meetings, and reserve conference rooms.

Arrange interviews for internal and external candidates and remind staff of upcoming appointments.

Coordinate meeting logistics and weekly vehicle arrangements for the Human Resources Department.

3. Office Administration and Document Management

Maintain and organize files and documents for the Country Director.

Assist in preparing official letters and distributing approved, signed documents.

Copy personnel letters and help track exit clearances and related documentation.

Use the organization's stamp only on authorized and approved documents.

Maintain front desk equipment and office supplies.

Assist with staff farewell arrangements and gift procurement when required.

4. Office Supplies and Inventory Management

Issue stationery to staff and complete the required Store Release Forms.

Maintain accurate records of stationery distribution and reconcile them with store inventory.

Monitor office supply levels and help prevent shortages.

Review supply purchases, store releases, and inventory records.

Initiate quarterly procurement requests before supplies run out.

Support procurement activities and maintain records of office materials.

5. Office Coordination and Support

Follow up with cleaning staff to help maintain office cleanliness and organization.

Coordinate with different departments to support smooth daily operations.

Carry out other related duties assigned by supervisors.

Job Requirements

Educational Qualifications

Applicants must meet one of the following requirements:

A BA Degree in Management, Business Administration, Personnel Management, or a related field.

A Diploma or TVET qualification in a relevant field.

Work Experience

BA Degree holders: No prior work experience is required.

Diploma/TVET holders: At least two years of relevant work experience.

Required Skills and Competencies

Excellent written and verbal communication skills.

Strong organizational, planning, and time-management abilities.

Ability to prioritize tasks and meet deadlines.

Analytical thinking and problem-solving skills.

Proficiency in Microsoft Office applications.

Ability to work independently and collaboratively across departments.

Strong interpersonal skills and professional communication with stakeholders at all levels.

Flexibility, adaptability, and a proactive approach to workplace changes.

Language Requirements

Excellent written and spoken English.

Excellent written and spoken Amharic.

Safeguarding and Professional Standards

The successful candidate is expected to promote inclusion, teamwork, collaboration, and a safe and respectful workplace.

All IRC employees must follow the organization's professional standards and core values of Integrity, Service, Equality, and Accountability. Employees are also required to comply with safeguarding policies, conflict-of-interest requirements, fiscal integrity standards, and procedures for reporting misconduct and preventing retaliation.

How to Apply

Interested and qualified applicants should submit their applications through the official IRC careers portal using the link below.

Official application link:
https://theirc.wd1.myworkdayjobs.com/en-US/External_Careers/job/Front-Desk-Assistant_JR00005734/apply?locations=21481910a4211002112ad4f101a60000

Application deadline: November 4, 2026

Applicants are encouraged to submit their applications before the deadline.