NGO Receptionist Jobs – Innovations for Poverty Action (IPA)

Job Title:  Receptionist
Organization: Innovations
for Poverty Action (IPA)
Duty Station: Kampala,
About IPA:
Innovations for Poverty Action
(IPA), is an international non-profit research organization. Based in New
Haven, CT, with offices in Washington, D.C. and worldwide, IPA works with
development partners and academic researchers to create and evaluate approaches
to solving development problems, to communicate “what works” in development and
to scale up successful projects in a variety of fields, including health,
education, microfinance, governance and agriculture.
Job Summary: The
Receptionist will support the management of day-to-day office operations
related to front desk management, petty cash management, hotel and travel
reservations, and general office support.
Key Duties and Responsibilities: 
1. Front Desk Management:
  • Receive,
    announce and direct visitors to staff in the office in a courteous manner.
    Also, as requested, make appointments and take messages. Maintain record
    of visitors & staff travel information on Google drive.
  • Maintain
    an updated staff and telephone list liaising with HROM as appropriate for
    staff updates. Regularly update and post on box.
  • Maintain
    an updated vendors/partners/collaborating organizations and general office
    contact information.
  • Actively
    coordinate conference room use and maintenance of conference room
  • Perform
    data entry tasks upon request.
  • Responsible
    for managing the printer/copier machines and coordinating with service
  • Provide
    timely secretarial/administrative support to the Country Director and
    Deputy Country Director.
  • Orient
    new staff to front desk operations.
  • Issue
    to all newly recruited staffs and visitors emergency cards, modems and
    mobile phones as may be applicable.
  • Emergency
    Contact information. Issue emergency contact cards staffs and visitors and
    maintain contact information on google drive.
  • Office
    Keys: Issue and maintain a record of office keys distributed to staffs.
    Ensure that any losses are accounted for and compensations made by respective
  • Staff
    Identity Card printing, issuance and renewals.
  • Work
    closely with the HROM to obtain ID numbers from the replicon for new long
    term staffs.
  • Liaise
    with RA’s/FM’s for short term contractor staffs
2. Manage Petty Cash:
  • Ensure
    all petty cash transactions are handled as per IPAU procurement guidelines
    and that they are approved and recorded.
  • Ensure
    timely reconciliation and replenishment of petty cash at hand.
3. Staff Functions and Meeting
  • General
    staff meetings:
    minutes and circulate within two days of preparing. Send email reminders
    to staff regarding planned meeting schedules.
  • Oversee
    Office Assistants arrangement of meeting /training venues. Ensure
    necessary equipment’s, refreshments and any other required services are
    provided as appropriate.
  • Technically
    support in organizing staff functions such as end of year celebrations,
    luncheons or dinners for IPAU guests.
4. Office Stationary:
  • Maintain
    inventory of office supplies, stationary requirements and accountability.
  • Raise
    monthly purchase requisition for office supplies and stationary
    replenishments. And follow up with the Administrative Assistant prompt
5. Organization Support:
  • Organize
    accommodation, transport and local communication for visitors in country.
    Render all logical support upon request.
  • Ensure
    to retrieve IPAU equipment’s and assets temporary assigned to visitors
    that includes mobile phone and modem.
  • Make
    hotel bookings and reservations promptly as instructed.
  • Inform
    transport vendors to arrange for timely airport or other transfers.
  • Ensure
    staff Identity Cards and for contractors are timely printed and
    distributed to staff.
  • Ensure
    consistent filling of documents/records by hard and electronic files as
  • Perform
    any other tasks as assigned by supervisor.
Qualifications, Skills and Experience: 
  • The
    applicant should preferably hold a Bachelor’s degree in Administration,
    Social Sciences, Business Management or equivalent.
  • A
    minimum of three or more years’ experience in a similar position,
    preferably with an International organization
  • Good
    knowledge and understanding of HR and Finance related work.
  • Past
    exposure and experience/knowledge of USAID policies and procedures
  • Possess
    the ability to work independently and to carry out assignments to
    completion within parameters of instructions given, prescribed, routines,
    and standard accepted practices.
  • Ability
    to work under pressure, meet deadlines and set priorities, while
    maintaining a positive attitude and providing exemplary customer service
  • Computer
    literacy skills i.e. proficient in the use of Microsoft Office Word and
  • Ability
    to plan and take actions in order to ensure timely and efficient service
  • Excellent
    communication and interpersonal skills.
  • Ability
    to lead and to maintain effective working relationships in a multicultural
    environment with sensitivity and respect for diversity. Ability to
    interact effectively with internal and external counterparts at various
  • Ability
    to apply creative thinking to practical problem solving with an aim of
    improving service delivery.
  • The
    person must be able to work with minimum supervision.
How to Apply: 
All candidates are strongly
encouraged to send their applications can be submitted via email to with the subject line “Receptionist”
Please attach the following
  • Cover
    letter explaining interest in the position and fit for the role
  • Updated
  • Salary
Only shortlisted candidates will be contacted by email for interviews.
Deadline: 31st January, 2015

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