Receptionist/Admin & Consular Assistant (Somali, Amharic & English speaking)

The Embassy of Sweden in Addis Ababa is responsible for Sweden's relations with Ethiopia, Djibouti, IGAD, and the African Union (AU). The Embassy consists of five sections: Political, Commercial and Cultural Affairs; Bilateral Development Cooperation; Regional Development Cooperation; Migration; and Administrative and Consular Section.

The section for Administration and Consular Affairs gives administrative support to the entire Embassy. The Receptionist will be responsible for the reception and assist in all administration for the embassy including Consular matters.

The receptionist is responsible for the following duties:

RESPONSIBILITIES/JOB DESCRIPTION

The responsibilities include, but not be limited to, the following:

• Provide general office support in the reception and in the consular section
• Responsible for the reception’s daily work, emails, mail, phone calls, receiving visitors etc
• Assisting visitors in Somali/Amharic/English language during visitors’ hours and in consular matters.
• Handling legalization and notary matters, registers payments and handout authenticated documents.
• Focal point for the rates and deals with airlines, hotels/apartments, travel agencies, transport, and taxi companies etc
• Provide basic and accurate information in-person and via phone/email, direct visitors to the appropriate person and office
• Processing visa requests and other administrative tasks
• Perform any other duties assigned by the Head of Section

QUALIFICATIONS AND WORK EXPERIENCES

Required qualifications:

• High school diploma or equivalent
• Excellent written and verbal communication skills in Somali, Amharic and English
• Experience as a receptionist, front desk representative or similar role
• Competency in Microsoft applications including Word, Excel, and Outlook

Required work experience:

• At least five (5) years documented experience of work related to service, handling and provide service to clients/customers preferably in an international or regional context; and
• Documented experience of managing reception, desk/front office or other experience in a related field

Desirable qualification and experience:

• Relevant experience and knowledge in the field of public administration and/or experience from embassy and/or international organizations;
• Additional language skills that are relevant to the position, for instance Swedish or Arabic

Skills

• Be service minded;
• Being a team-player, both internally and externally, with good communication skills;
• Good time management skills.
• Able to contribute positively as part of a team, helping out with various tasks as required.
• Ability to multitask and manage time effectively

Ethiopian citizens, and citizens of other countries resident in Ethiopia and entitled to work in Ethiopia, are eligible to apply. Quote from the Embassy Code of Conduct: “We work to ensure that neither direct nor indirect discrimination might take place in the line of duty, on grounds of gender, age, ethnic origin, religion or other beliefs, sexual orientation, position, disability or illness.”

TERMS AND CONDITIONS

The vacancy is a local position, full-time, starting with a probation period of six months with the possibility of permanent employment. An individual salary system is applied. The Embassy of Sweden is an equal opportunities employer.

Starting date: as soon as possible

APPLICATION

Applicants should submit the following documents by e-mail, to the Embassy of Sweden in Addis Ababa:

• CV, including details of relevant education and work experience.
• Cover Letter (English), setting out why you consider yourself a good candidate for this particular post.
• Names, telephone numbers and addresses of two reference persons who are willing to provide a reference on your character and work capacity.
• Clear contact phone numbers and addresses in Ethiopia where the Embassy can rapidly contact you.

Applications shall be sent to ambassaden.addis.abeba.recruitment@gov.se. As the subject of the message, please indicate reference no and your name: ‘UM2024/24635/ADDI– Your Name.’

Please note that applications will not be returned, and only short-listed applicants will be contacted. To be considered, your application should be submitted latest by 29th of September 2024 and fulfil the abovementioned requirements.

The Embassy only receives electronic applications.

For information about the Embassy, please visit our website www.swedenabroad.se

Questions can be sent to the email ambassaden.addis.abeba.recruitment@gov.se

The Embassy will contact the selected candidates for interviews. Written and verbal tests will be part of the assessment process. The Embassy will not return documentation received from the applicants. You are therefore advised to deliver only copies of the documents listed above as part of the application.

For information about the Embassy, please visit our website: www.swedenabroad.se