Telephone Operator (Local Djibouti)
Dead Line for Application: October 20, 2012
Position title: Telephone Operator
Job Category: Local staff
Duty Station: Djibouti, IGAD Secretariat
Reporting to: Administrative Assistant
Organization unit: Division Administration & Finance
1. Job Summary
Under the general guidance of the Administrative Assistant the telephone operator answers all incoming telephone calls in a professional and courteous manner, and routes calls to the appropriate parties. If a caller is seeking a telephone number, the operator looks it up in computer or manual directory, and relays the information. In emergency situations, he/she dispatches the appropriate personnel. In certain environments, he/she may be required to screen each telephone call, getting the name and relevant details from the caller, before following an established protocol. She/he also processes any paperwork or record
2. Description of the post
1) Operate communication systems, such as telephone, switchboard, intercom, two-way radio, or public address;
2) Answer incoming calls, greeting callers, providing information, transferring calls and/or taking messages as necessary;
3) Route emergency calls appropriately;
4) Page individuals to inform them of telephone calls, using paging and interoffice communication equipment;
5) Relay and route written and or verbal messages;
6) Place telephone calls or arrange conference calls as instructed;
7) Perform clerical duties, such as typing, proofreading, accepting orders, scheduling appointments, and sorting mail;
8) Monitor alarm systems in order to ensure that secure conditions are maintained;
9) Contact security staff members where necessary, using radio-telephones.
10) Keep records of calls placed and charges incurred;
11) Record messages, suggesting rewording for clarity and conciseness;
12) Stamp messages with time and date, and file them appropriately;
14) Perform any other related duties as assigned.
3. Education:
A high school diploma or equivalent and telephone operator training. Knowledge of transmission, broadcasting, switching, control, and operation of telecommunications systems is an added advantage.
4. Experience:
At least three (3) years experience as telephone operator or any other related field.
5. Skills and Abilities:
a. Ability to identify and understand the speech of another person.
b. Fluent in speech and communication with others both in English and French
c. Ability to listen to and understand information and ideas presented through spoken words and sentences.
d. Ability to tell when something is wrong or is likely to go wrong
e. Ability to concentrate on a task over a period of time without being distracted.
f. Ability to read and understand information and ideas presented in writing.
g. Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology
h. Politeness and compliance with regulation are highly desirable
Language requirements: Fluency in English and working knowledge of the French Language
Tenure of Appointment: The appointment is for five calendar years renewable subject to satisfactory performance
Send your CV with a covering letter, briefly stating why you think you are the right candidate for the job to the following address:
Division, Administration & Finance
IGAD Secretariat
P.O. Box 2653
Tel: 253 354050
Fax: (253) 356994,353520
E-mail: hr@igad.int
In the Subject line, please write: Ref: HR1215 Telephone Operator
Position title: Telephone Operator
Job Category: Local staff
Duty Station: Djibouti, IGAD Secretariat
Reporting to: Administrative Assistant
Organization unit: Division Administration & Finance
1. Job Summary
Under the general guidance of the Administrative Assistant the telephone operator answers all incoming telephone calls in a professional and courteous manner, and routes calls to the appropriate parties. If a caller is seeking a telephone number, the operator looks it up in computer or manual directory, and relays the information. In emergency situations, he/she dispatches the appropriate personnel. In certain environments, he/she may be required to screen each telephone call, getting the name and relevant details from the caller, before following an established protocol. She/he also processes any paperwork or record
2. Description of the post
1) Operate communication systems, such as telephone, switchboard, intercom, two-way radio, or public address;
2) Answer incoming calls, greeting callers, providing information, transferring calls and/or taking messages as necessary;
3) Route emergency calls appropriately;
4) Page individuals to inform them of telephone calls, using paging and interoffice communication equipment;
5) Relay and route written and or verbal messages;
6) Place telephone calls or arrange conference calls as instructed;
7) Perform clerical duties, such as typing, proofreading, accepting orders, scheduling appointments, and sorting mail;
8) Monitor alarm systems in order to ensure that secure conditions are maintained;
9) Contact security staff members where necessary, using radio-telephones.
10) Keep records of calls placed and charges incurred;
11) Record messages, suggesting rewording for clarity and conciseness;
12) Stamp messages with time and date, and file them appropriately;
14) Perform any other related duties as assigned.
3. Education:
A high school diploma or equivalent and telephone operator training. Knowledge of transmission, broadcasting, switching, control, and operation of telecommunications systems is an added advantage.
4. Experience:
At least three (3) years experience as telephone operator or any other related field.
5. Skills and Abilities:
a. Ability to identify and understand the speech of another person.
b. Fluent in speech and communication with others both in English and French
c. Ability to listen to and understand information and ideas presented through spoken words and sentences.
d. Ability to tell when something is wrong or is likely to go wrong
e. Ability to concentrate on a task over a period of time without being distracted.
f. Ability to read and understand information and ideas presented in writing.
g. Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology
h. Politeness and compliance with regulation are highly desirable
Language requirements: Fluency in English and working knowledge of the French Language
Tenure of Appointment: The appointment is for five calendar years renewable subject to satisfactory performance
Send your CV with a covering letter, briefly stating why you think you are the right candidate for the job to the following address:
Division, Administration & Finance
IGAD Secretariat
P.O. Box 2653
Tel: 253 354050
Fax: (253) 356994,353520
E-mail: hr@igad.int
In the Subject line, please write: Ref: HR1215 Telephone Operator
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