Location: Dhangadi Cluster Office

ROLE PURPOSE:

The purpose of this position is to handle incoming and outgoing telephone calls efficiently including welcoming visitors and help guide them to concerned staff members.

SCOPE OF ROLE:

Reports to: Sr. Finance &Admin Coordinator
Staff reporting to this post:
Direct:
Indirect:Driver, Support Staff, Guard
Budget Responsibilities:Not applicable
Role Dimensions: The position will closely works with Cluster team members.

KEY AREAS OF ACCOUNTABILITY :

• Receive and answer all the telephone call politely and professionally including taking messages and forwarding it to staff members accurately and immediately.
• Arrange connection outside on staff request. Arrange appointment with government, NGOs, INGOs, staff as requested by cluster team members.
• Manage the front desk by providing friendly, polite and efficient interface between the agency and the visitors.
• Ensure that the reception area is neat, clean, informative and friendly.
• Maintain a register for trunk calls and keep record of all calls. Any personal call made during the month of telecom bill should be indicated so and forwarded to the finance section on timely manner.
• Maintain and updated telephone directory and contact list on regular basis.
• Report for maintenance of telephone an intercom system and refer any major problem to Finance & Admin Coordinator.
• Work closely with Support Team to smooth operation of daily administrative function.
• Assist in booking hotel, vehicle for official purpose and visitors.
• Maintain outgoing letter reference number registers as instructed.
• Provide secretarial support to the staff members when required.

SKILLS AND BEHAVIOURS (SCI Values in Practice)

Accountability:

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

Ambition:

• 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, learning attitude

Collaboration:

• Builds and maintains effective relationships, with their team, colleagues
• Values diversity, sees it as a source of competitive strength
• Approachable, good listener, easy to talk to.

Creativity:

• Develops and encourages new and innovative system
• Willing to take disciplined risks.

Integrity:

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

EXPERIENCE AND SKILLS

• Etiquette telephone handling
• Good communication skill both English and Nepali
• Good Interpersonal skill
• Welcoming and courtesy manner
• Energetic and friendly nature
• Familiar with intercom system
• Smart in dealing with visitors
• Experience in secretarial support will be added value

ATTRIBUTES
Essential: Team work, hardworking, learning attitude, timely reporting, polite
Desirable:  Initiative taking, open minded, Supportive