1. CONTEXT

SODEICO Sarl, a company specializing in the recruitment and provision of qualified personnel, is recruiting on behalf of one of their clients for a Program funded by USAID/BHA (United States Agency for International Development/Bureau of Humanitarian Assistance) an Administrative and Receptionist.  The client is a global humanitarian organization that works with people in poverty and distress to create justice and positive change through empowering partnerships and responsible actions. For this position Based in Kasai, DRC; the client seeks passionate, engaged and experienced candidate who embodies values of connectedness, courage and compassion.

2. ORGANIZATIONAL POSITION

The Admin and Receptionistwill be under the supervision of the COP.

3. DUTIES AND RESPONSABILITIES

 The Admin and Receptionist will oversee and participate in the following duties:

1. Reception Duties:

• Greet visitors, guests, and staff in a professional and friendly manner.
• Answer and direct phone calls, take messages, and handle inquiries promptly.
• Maintain a clean and organized reception area.

2. Administrative Support:

• Assist in managing office supplies, equipment, and inventory.
• Coordinate and schedule meetings, appointments, and travel arrangements for staff.
• Prepare and distribute documents, memos, and reports as required.
• Assist in organizing and maintaining electronic and physical filing systems.

3. Communication:

• Serve as a liaison between staff, visitors, and external stakeholders, ensuring effective communication.
• Handle incoming and outgoing mail, emails, and faxes, forwarding them to the appropriate recipients.
• Support the COP in drafting, editing, and proofreading correspondence and documents.

4. Financial Support:

• Assist in processing financial documents, such as invoices, expense reports, and travel reimbursements.
• Maintain accurate records of financial transactions and assist in budget tracking.

4. Other Duties:

• Provide general administrative support to the office as needed.
• Assist in organizing and coordinating office events, meetings, and workshops.
• Maintain confidentiality and handle sensitive information with utmost professionalism.

5. BASIC SKILLS

1. Communication Skills: Excellent verbal and written communication abilities to interact effectively with visitors, staff, and external stakeholders.
2. Customer Service: Strong customer service skills to provide a positive and professional experience for guests and callers.
3. Organizational Skills: Ability to manage multiple tasks, prioritize work, and maintain an organized and efficient office environment.
4. Attention to Detail: Keen attention to detail to ensure accuracy in handling documents, messages, and scheduling.
5. Time Management: Skill in managing time effectively, being punctual, and meeting deadlines.
6. Technology Proficiency: Proficiency in using office equipment, computer systems, and software such as word processing, spreadsheets, and email.
7. Professionalism: Demonstrating a professional demeanor, maintaining confidentiality, and handling sensitive information discreetly.
8. Problem-Solving: Ability to identify and resolve routine administrative and operational issues independently.
9. Adaptability: Being flexible and adaptable to changing priorities and able to handle unexpected situations.
10. Teamwork: Willingness to collaborate with colleagues and contribute to a positive work environment.

ADDITIONAL SKILLS

• Ability to work in a multicultural environment;

6. QUALIFICATION AND EXPERIENCE

•  Bachelor, diploma in Administration or equivalent; additional administrative certifications;
• 3 to 5 years of experience in administrative or receptionist position for NGO’s or International organization;
•  Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook);

7. LANGUAGE PROFICIENCY

• Must be fluent in French, both oral and written;
• Intermediate Level of English is required;
• Mastering of the local language will be an asset

8. COMPUTER SKILLS

• Detailed understanding of the full Microsoft Office Suite (Word, Excel, PowerPoint, Teams…);
• Vision conference app or online tools meeting.

9. HOW TO APPLY

• We invite you to post your CV in Microsoft Word format in English (compulsory mention of the position title in subject of your application): « Administrative and Receptionist » and your application letter (in English) via our website www.sodeico.org (complete the application form) no later than « December 14th  2023 »
• Provide us with three references in connection with your previous employments;
• Only prequalified candidates will be invited;
• We strongly encourage women with the requisite experience to apply