Profile and Job Description Secretary/Receptionist - Consortium of ...

Adventist Development and Relief Agency (ADRA) Sri Lanka
37, Purana Road,
Wattegedera,
Maharagama,
SRI LANKA
General Philosophy
Profile and Job Description
Secretary/Receptionist
The Adventist Development and Relief Agency (ADRA) is a recognized international humanitarian agency with the
specific purpose of individual and community development and disaster relief. ADRA helps all those in need without
regard to age, ethnicity, or political or religious association.
ADRA Sri Lanka was registered on June 20 th 2002 as a Non Governmental Organization (NGO) and through its work
ADRA promotes the values of understanding, assistance, teamwork and collaboration. ADRA also values the
principles of transparency and accountability. ADRA aims to build good working practices and maintains a strong
focus on staff discipline and reliability.
General Job Criteria
The position requires a person with experience in a front office area. Must be polite, courteous and friendly and
possess strong communication and organizational skills.
General Job Description
Monitor the telephone console and oversee and update the monthly office telephone directory, receive visitors, ,
handle incoming and outgoing mail and make travel arrangements.
Title
Educational Qualification
Experience Requirements
Computer skills requirements
Language Requirements
Salary/Benefits
Location
Amount of Travel
Reports to
Staff supervision
4-Jun-10
Secretary/Receptionist
A Diploma, preferably in Secretarial studies or Administration.
At least 2 years of experience in secretarial work in the Government, private
companies or in NGO/INGOs.
Good knowledge of Microsoft Excel and Word. Basic knowledge of
Powerpoint. Ability to work with electronic mail packages such as Outlook and
Outlook Express.
Proficiency in written and spoken English is required.
As per contract
Colombo Central Office, Maharagama
Not required
Country Director /Operations Manager
N/A

Duties to include, but not limited to:
1. Operate telephone switchboard to answer, screen and forward calls, providing information, taking messages
and scheduling appointments of the central office staff.
2. Greet persons entering establishment, determine nature and purpose of visit, and direct or escort them to
specific destinations.
3. Make accommodation arrangements for visitors and ADRA Sri Lanka staff both central and field offices.
4. Responsible in getting ticket quotations from travel agencies.
5. Arrange flight details for traveling ADRA Sri Lanka staff.
6. Make arrangements for applicants for employment interviews
7. Obtain quotation from suppliers for the central office and for the projects when requested.
8. Coordinate and record in coming and outgoing mails and parcels..
9. Reviewing of Goods Received Note.
10. Reviews office supplies requisition and maintain inventory record.
11. Purchase stationery items based on approved requests.
12. Witnesses the physical inventory of goods in storage containers.
13. Receiving of invoices and submit to finance department.
14. Distribute stationery items according to requests from the central office staff and maintain stationary an issue
register.
15. Maintain attendance register and prepare monthly attendance summary.
16. Receive and send fax for all staff.
17. Make photocopies for Program Director, Finance Director and Country Director.
18. Responsible in contacting electricity, communication and other repair companies when needed.
19. Arrangements for external transport/taxi service for visitors and ADRA Sri Lanka staff.
20. Submitting of Bank Transfers to the bank.
21. Collection of check deposits and preparation of documentation
22. Collection of cash received and preparation of documentation for banking.
23. Reviewing of monthly staff payroll and reviewing of payroll slips.
24. Responsible for the preparation of monthly phone bill schedule
25. Perform any other duties assigned by the Country Director and the Finance Director.
4-Jun-10