J/P Haitian Relief Organization (J/P HRO) evolved as an organization since its inception in January 2010, transitioning from an emergency to a development context. Hence, the need for J/P HRO’s structure to adapt accordingly in order to support new monitoring and reporting needs, as well as efficiency imperatives. J/P HRO is seeking for: One (1) Secretary/Receptionist based in its office in Port-au-Prince, Haiti.

The Secretary Receptionist will attend to visitors and deal with inquiries on the phone and face to face. He/she will provide relevant information regarding the organization to relevant stakeholders; projecting a professional image of the Organization at all times.

Reception Management
Performs reception duties; answer phones, transfer phone calls, greet and announce guests;
Acts as a focal point and receives external mail, ensuring its efficient distribution;
Communicates with the gate to authorize visitors access;
Receives and transmits messages via the radio communication and ensuring that they are transferred to the concerned person within a reasonable time.

Phone and Cell phone Management
Maintains an updated register of staff phones
Coordinates the repair of the staff cell phones
Mail Management
Distributes the daily newspaper according to the distribution list and follows up their payment;
Ensures the reception and delivery of mails when relevant

Event Management
In collaboration with the Office Assistant, plans and organizes the administrative aspects for J/P HRO staff meetings, seminars and workshops;
Cleaning & Maintenance Management
Completing cleaning staff time sheets;
Timely reports issues, problems or incidents related to office maintenance and cleaning to the Administrative Manager;
Contribute to team effort by accomplishing related results as needed

General Assistance to the Administration Department
Manages petty cash
Collects money from staff for lunch
Issues a monthly report for cash collection, number of consumers and food related expenses
Helps in the coordination and distribution of the lunch
Maintain the unit filing system
Perform other administrative duties in a manner that supports the Country Office and improves JP/HRO efficiency and effectiveness
Complete operational requirements by scheduling and assigning administrative tasks

Professional Secretary Diploma
General awareness and knowledge of Office programs including MS Word, Power Point, Excel and spreadsheets
Have a minimum of 3-5 years relevant work experience in Hospitality and/or Administration
Fluency in Creole, French and English;

Pre-requisites:
Communication and interaction
Attention to details
Customer focus
Information gathering and processing
Initiative
Resilience
Good analytical, organizational and administrative skills
Ability to work in a multicultural environment
Self-motivated and proven

Immediate availability

resume, motivation letter including copy of diplomas