View Vacancy - MOR - Receptionist and Administrative Assistant (AA)

The British Embassy in Rabat invites applications for the position of Receptionist and Administrative Assistant on a fixed term contract for one (1) year, with a possibility of renewal.

The jobholder will perform a wide range of administrative and logistical support activities to facilitate the efficient operation of the Embassy. They will act as the first point of contact for visitors and telephone callers to the Embassy.

The Receptionist and Administrative Assistant is part of the Logistics Team under the Corporate Services (CS) section and reports to the Transport and Logistics Manager. 

Duties and responsibilities

- General administrative support:

• Open, close, and keep records of diplomatic bag deliveries. Liaise with freight provider in Morocco/ UK and inform colleagues about any changes.
• Routine hotel bookings for official visitors.
• Update the geographical expenditure guide.
• Order and supply stationery for staff.
• Update stationery inventory including value when purchasing/ issuing supplies and keep a record for audit.
• Maintenance of office machinery and update machinery inventory.
• Update internal telephone list and regularly circulate to staff.
• Maintain Corporate Services contact list.
• Support the Protocol Officer in protocol services.

- Reception duties:

• Operate the switchboard (log on, log off, answer/ transfer calls, report faults, etc.).
• Opening reception at 08:00 and closing reception door at 16:15.
• Distribute mail and invoices in staff pigeonholes.
• Keep a record of country based staff (CBS) medical claims handed to the medical company. Give receipts to staff.
• Ensure visitors leave their mobile phones and electronic equipment in the lockers provided.

- Procurement support:

• Manage online purchases made using the government procurement card (GPC).
• Responsibility for holding petty cash for postage and overseeing reconciliation and replenishment.
• Reconcile transactions/ purchases, requisitions, and receipts in our internal Oracle-based expense management system.

- Crisis support: Replenishing crisis grab bags on request.

- Other tasks:

• Provide back up to Logistics Manager in organising routine transport bookings.
• General support to wider Corporate Services Team as instructed by the Head of Corporate Services.

The above list is not exhaustive, and the jobholder will be required to be flexible as specific responsibilities could change in the future and this would be at the discretion of the line manager. The job description may be reviewed to meet changes in business needs. The jobholder may also take on other ad hoc tasks as required, including participating in the Embassy’s emergency planning and any other response to a crisis.

Key behaviours required:

• Managing a Quality Service - Deliver service objectives with professional excellence, expertise, and efficiency, taking account of diverse customer needs.
• Delivering at Pace - Take responsibility for delivering timely and quality results with focus and drive.
• Working Together - Form effective partnerships and relationships with people both internally and externally, from a range of diverse backgrounds, sharing information, resources, and support.
• Changing and Improving - Seek out opportunities to create effective change and suggest innovative ideas for improvement. Review ways of working, including seeking and providing feedback.

Eligibility:

Applicants must have the right to work and live in Morocco.

• Demonstrated ability and experience in an administrative support position, ideally for at least two (2) years
• Excellent customer service skills. Demonstrates courtesy and consideration in dealing with internal and external stakeholders.
• Demonstrated initiative, adaptability, and the ability to work flexibly both in a small team and individually.
• Ability to organise and prioritise workload, organise records, and meet deadlines whilst maintaining close attention to detail and without compromising the quality of the work.
• Strong work ethic and demonstrates professionalism.
• Excellent interpersonal skills and ability to develop and maintain effective working relationships.
• Fluency in English and good command of Arabic and French, both spoken and written. Able to express ideas and messages clearly and concisely.
• Strong IT skills and proficiency in Microsoft Office applications (Outlook, Word, Excel, PowerPoint, Teams).