Receptionist /Operations Assistant

Receptionist /Operations Assistant

West Bank/Gaza Pioneers-Raedat

Location: Ramallah  

Overview: 

Global Communities works at the intersection of humanitarian assistance, sustainable development, and financial inclusion to save lives, advance equity and secure strong futures. We support communities at the forefront of their own development in more than 35 countries, partnering with local leaders, governments, civil society and the private sector to achieve a shared vision of a more just, prosperous and equitable global community. We work with government, non-government, private sector, and community stakeholders to promote transparency, foster accountability, and access the channels they need to make their voices heard, promote change, and realize their full potential.   

Global Communities is seeking a Receptionist / Operations Assistant for the USAID West Bank/Gaza Pioneers-Raedat Project. This five-year $35M program is intended to leverage women’s potential to create ripple effects that shift gender-based power relations within the Palestinian community. This Activity will improve institutional frameworks and processes in select sectors to ensure they align with legal requirements and international best practice (both existing and new that might be advanced through implementation) for the inclusion of women. It will also support communities to develop the necessary tools to promote women’s inclusion in activities outside the home; build the capacity and confidence of individual women by engaging institutions of higher education and civil society; develop male allies, political structures, and the private sector; and strengthen public awareness and advocacy around women’s issues, including gender-based violence (GBV). 

We are looking for passionate, dedicated professionals to help us build the world we envision: one of expanded opportunity, where crises give way to resilience and all people thrive. 

Responsibilities:

The Receptionist/Operations Assistant specific responsibilities include, but are not limited to, the following:

• Greeting Visitors: Welcoming visitors, service providers, and guests to the organization in a friendly and professional manner.
• Managing Front Desk: Maintaining a clean and organized reception area, ensuring it is presentable and welcoming to visitors.
• Handling Mail and Deliveries: Sorting and distributing incoming mail and packages and coordinating outgoing mail and courier services.
• Customer Service: Providing excellent customer service to all visitors and callers, addressing their needs promptly and professionally, while maintaining a welcoming environment at the front desk.
• Managing Communication: Handling incoming and outgoing calls, emails, and other correspondence. This may include screening calls, taking messages, and responding to inquiries.
• Scheduling: Coordinating appointments, meetings, and events for managers or teams. This involves managing calendars, sending meeting invitations, and ensuring that schedules are organized efficiently.
• Data Entry and Record Keeping: Inputting and maintaining data in databases or spreadsheets. This could involve updating contact lists, preferred suppliers, or financial information.
• Filing and Organization: Maintaining physical and digital filing systems to ensure documents are stored and easily accessible. This includes organizing files, labeling documents, and archiving records as needed.
• Administrative Support: Providing general administrative support to the team or department. This may involve tasks such as photocopying, faxing, scanning documents, and ordering office supplies.
• Expense Processing: Assisting with expense reporting by collecting receipts, preparing internal memos, purchase requests, and tracking expenses.
• Managing Office Supplies: Monitoring and ordering office supplies as needed and maintaining inventory levels.
• Meeting Support: Assisting with meeting preparation by arranging conference rooms, preparing materials, and taking meeting minutes if required.
• Assisting with Facilities Management: Coordinating with building management or maintenance staff for any facility-related issues or repairs.
• Miscellaneous Tasks: Assisting with any other tasks or projects as assigned by supervisors to support the smooth operation of the office.

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Qualifications:

• Bachelor’s degree in business administration or any related field
• 1 - 2 years of relevant experience in similar position for a local or an international organization.
• Highly organized, attention to details and ability to work independently when needed.
• Excellent communication skills and inter-personal skills
• Ability to work under pressure, meet deadlines, prioritize workload, and multi-task.
• Very Good command of English, Arabic both written and orally.
• Very Good command of computer skills (MS & google suite).
• Punctual.

To apply please send your CV and a cover letter by email to [email protected] no later than Saturday March 09, 2024, indicating the position title and location. 

Global Communities is an Equal Opportunity Employer.  All qualified applicants will receive consideration for employment, without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.