Fresher Admin Jobs – Receptionist at Catholic Relief Services (CRS)

Job Title:   Receptionist
Organization: Catholic
Relief Services (CRS)
Funding Source: U.S. Agency
for International Development (USAID)
Project Name: Sustainable
Outcomes for Children and Youth in Central and Western Uganda
Duty Station: Kampala,
Uganda
Reports to: Administration
Officer
About US:
Catholic Relief Services (CRS) is an International non-profit
organization whose commitment is to assist the poor and vulnerable overseas set
out by the Bishops of the United States. Our Catholic identity is at the heart
of our mission and operations. We welcome as a part of our staff and as
partners people of all faiths and secular traditions who share our values and
our commitment to serving those in need.
About USAID CRS Project:
CRS will be implementing a “Sustainable Outcomes for Children and
Youth in Central and Western Uganda” project over the next five years. The
Project will improve the health, nutrition, education and psychosocial
wellbeing of vulnerable populations, as well as reduce abuse, exploitation and
neglect to a minimum of 625,000 children and 101,500 households in 17 districts
in central and western Uganda. The consortium partners include Action for
Community Development (ACODEV), African Network for Prevention and Protection
against Child Abuse and Neglect (ANPPCAN), TPO Uganda, and Futures Group. There
will be three project offices: Kampala, Kasese, and Mbarara. Approximately, 30
staff will support this project of $38.5 million through USAID funding.
Job Summary: The
Receptionist will conduct a variety of administration tasks associated with
Kampala Office reception which include the operation of the telephone
switchboard, telephone records and billing, goods receipt, and receiving
visitors.
Key Duties and
Responsibilities: 
1. Switchboard Handling: Operate the Office switchboard to
include: receiving incoming calls, placing official outgoing calls, maintaining
updated directories, maintaining complete telephone logs for all outgoing calls,
and reconciling telephone bills within one week of receipt.
2. Phone bill Handling:
  • Upon receipt of the monthly telephone
    bills, reconcile all phone calls with the daily Telephone logbook.
  • Circulate copies of monthly telephone
    bills to respective staff for identification of personal calls, i.e.
    Mobile phones to respective staff, fixed telephones and fax bills to
    respective sub office receptionists.
  • Print and circulate to pin users bills for
    identification and ensure they are returned to you within two days.
  • Provide an itemized list of telephone
    calls that are unofficial (personal) by employee name, number and amounts
    due.
  • Maintain monthly telephone bills by month
    per telephone line and submit for review to your supervisor.
  • By use of monthly telephone bill summary
    report template, compile all staff telephone bills distinguishing official
    and personal bills and submit to your supervisor for review.
  • Provide monthly analysis of the Telephone
    Software Tracking system and advise your supervisor on general telephone
    expenses.
  • Ensure phone bills (both landlines and
    mobile phones) are received and distributed to respective telephone line
    users and all accountabilities done timely; thereafter compile bills for
    payment.
  • Prepare monthly telephone bill reports
    that include official and receivable reports for personal use of CRS
    telephone lines.
  • Raise payment requests and follow up on
    timely payment of vendors to avoid disconnection of lines.
3. 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 an updated staff and telephone
    intercom list.
  • Maintain an updated
    vendors/partners/collaborating organizations and general office contact
    information.
  • Manage internal/external office mail.
    Receive/Record all outgoing and incoming mail to include invoices.
    Distribute mail to respective officers. Also take responsibility for
    receipt/dispatch of sub-office pouches.
  • Manage incoming/outgoing pouches to the
    Regional and HQ. Ensure prompt delivery to recipients and payment to
    vendors effected.
  • Verify Airway bills from service provider
    and raise payment requests, follow up to ensure payments are effected.
  • Work closely with the support services
    team to ensure weekly mail receipt from the post office and deliveries are
    promptly made through courier services.
4. Secretarial Support:
  • Provide secretarial support to senior
    management whenever called upon.
  • Manage fax machine use to include; faxing,
    receiving faxes, recording incoming & outgoing faxes, issuing incoming
    faxes to the respective staff, and verifying fax bills.
  • Take general staff meeting minutes, and
    circulate to members in a timely manner.
  • Coordinate conference room use and
    maintenance of conference room equipment.
5. Receipt of Goods:
  • Receive and verify goods purchased against
    LPO or contracts for supply.
  • Regularly review vendors delivery note to
    confirm goods and content as stipulated in LPO.
  • Note discrepancy and record in
    corresponding document.
  • Where necessary liaise with technical
    persons requesting purchase to verify order before receiving goods.
  • Upon satisfactory verification of goods
    received, sign for receipts and stamp i.e. delivery note/ document and
    surrender copy to supplier.
  • Work closely with the procurement unit for
    storage of goods received.
  • Perform other tasks and assignments as and
    when required which are consistent with your level in the organization.
Qualifications, Skills and
Experience: 
  • All suitably qualified and interested
    candidates who so wish to join the CRS USAID Project should in the
    Receptionist capacity should hold a Diploma in Secretarial Studies,
    Business Administration/ Management or equivalent.
  • Two or more years’ experience in a similar
    position, preferably with an international NGO or UN Agency.
  • Person of high integrity, interpersonal
    and customer care relations.
  • Excellent writing, listening and
    communication skills.
  • Culturally sensitive and patient.
  • Possess the ability to work with minimum
    supervision.
  • Ability to manage multiple tasks at a time
    and work effectively with colleagues from different backgrounds.
  • The applicant must be a self-starter,
    highly organized, and able to work well with colleagues at all levels in
    the organization.
  • Experience with and enthusiasm for on the
    job training.
  • Computer literacy skills i.e. working
    knowledge of computer systems and applications (Word, Excel, Outlook, and
    Internet) required.
  • All CRS staff should possess the following
    values: Serves with Integrity, Models Stewardship, Cultivates Constructive
    Relationships and Promotes Learning
How to Apply: 
All applicants who so wish to join the USAID project should send a
cover letter, updated CV and three work references (names and contact
information only) to ReliefUgJobs@gmail.com
NB: Only selected
candidates that meet the requirements will be contacted.
Deadline: Wednesday, 6th
May, 2015.

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