EU-Project Administrative Assistant/Receptionist Jobs at World Wide Fund for Nature (WWF)

  Administration Jobs in Uganda, NGO - Non-Government Organisations Jobs in Uganda, Uncategorized
Organization: World
Wide Fund for Nature (WWF)
Project Name: Sustainable
Financing of the Rwenzori Mountains National Park (RMNP) Project Uganda
Funding Source: European
Union (EU)
Duty Station: Uganda
Reports to: Project
Finance & Administration Officer
About WWF:
WWF is one of the world’s
largest independent and experienced Conservation organizations operating in
over 100 Countries in the world. WWF UCO implements a number of national
programmes promoting environment conservation in Uganda. WWF’s mission is to
stop the degradation of our planet’s natural environment, and build a future in
which humans live in harmony with nature.
About RMNP Project:
WWF UCO with funding from the
European Union is implementing the “Sustainable Financing of the Rwenzori
Mountains National Park (RMNP) Project Uganda” a project aimed at promoting
sustainable conservation financing within the Rwenzori Landscape. The Project
will be implemented in partnership with the mandated Government Institutions,
Civil Society Organizations, the private sector and communities within the
Rwenzori Landscape.
Job Summary: The Administrative
Assistant/Receptionist will be charged with the proper handling of the front
desk, ensuring all incoming and out-going calls are attended to in addition to
professionally attending to the organization’s guests. Additionally, the job
holder will administratively support the operations of the organization by liaising
with the Office Assistants to ensure good office stewardship. Internally the
position will interact with all project staff.
Key Duties and Responsibilities:
1. Front Desk:
  • Receiving and guiding all visitors to WWF
    UCO.
  • Providing
    general information to visitors about WWF UCO and where possible about the network.
  • Undertake
    switchboard operations namely:
  • Receive
    and transfer(distribute) all incoming calls;
  • Book
    all outgoing calls as requested;
  • Record
    all outgoing trunk and International calls on a permanent register;
  • Promptly
    report to Telkom of any breakdowns affecting WWF telephone lines.
  • Keeping
    the reception area neat and tidy at all times.
  • Act
    as the primary point of contact, alert the Administration Officer or Senior
    management of any incidences
    that may pose a security risk to the office or staff.
  • Ensure
    that all important visitors to the WWF UCO sign the visitors’ book and that the
    book is properly handled.

2. Administrative Duties: Support the Administration/Operative team as
regards:
  • Liaising
    with Office Assistants, ensure
    that photocopying and binding of documents is done as requested by senior
    staff;
  • Ensure that recording and franking of out-going mail with liaison of Office Assistants
    is done and charged to respective projects accordingly;
  • Monitor the fax machine for all incoming and
    outgoing faxes. Ensure that all incoming faxes are distributed to the relevant
    staff immediately. Ensure that all outgoing faxes are promptly transmitted.
  • Ensure
    that all the main doors and windows (general areas) to the WWF offices are duly locked securely after office hours.
  • Liaising
    with the Finance & Administration Volunteer, analyse all the telephone/fax
    bills monthly with a view to
    ensuring that costs are properly charged to the relevant cost centres.
  • Liaise
    with the Executive Assistant in managing and maintaining the weekly leave
    in/out schedule.
  • Liaising
    closely with the Executive Assistant, Country Director’s Office, develop and
    maintain a partner’s contact
    database regularly.
  • Work in collaboration with the Head of Finance and Administration to
    ensure regular responses to employment cum business requests are done
    regularly.
  • Provide
    secretarial support services to senior staff as requested.
  • Upon
    requests from the Communications Unit, assist the department in maintaining a
    radio database.
  • Help with bookings of
    the boardroom in consultation with the Administration Officer.
  • Perform
    filing of documents emanating from the Administration Officer such as visas, work permits, foreign
    affairs, imports, quotations, etc.
  • Ensure
    the faxing of travel authorisation forms and forwarding the same to Accounts
    department.
  • Perform
    any other duties as may be assigned by line manager or his/her seniors

Qualifications, Skills and Experience:
  • The prospective WWF employee should
    possess a good Ordinary Level Certificate.
  • The Administrative Assistant must be a trained
    Secretary cum Receptionist with at least three years’ experience in a busy
    office;
  • Excellent
    computer applications knowledge e.g. MS office;
  • Excellent
    use of email systems;
  • Fluency in
    English Language, both spoken and written. Knowledge of French will be an added advantage;
  • Good
    physical outlook with excellent interpersonal skills, a pleasant
    personality;
  • Excellent team
    player;
  • Ready to
    work for long hours
  • All aspiring job holders should adhere
    to the WWF values of being knowledgeable, Optimistic, Determined and
    Engaging.
How to Apply:
All interested candidates
should send their cover letters, updated CVs, and academic transcripts to the
People Development Manager, WWF Uganda, at kampala@wwfuganda.org. A detailed
job description may be accessed at www.panda.org/uganda.
Physical Office: WWF
Uganda Country Office, Plot 2, Sturrock Road, Kololo P.O. Box 33513, Kampala –
Uganda
NB: Only
shortlisted candidates shall be contacted.
Deadline: 29th January 2014

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