Job
Title: Receptionist
Title: Receptionist
Organisation: Marie Stopes International (MSI)
Duty
Station: Kampala, Uganda
Station: Kampala, Uganda
Reports to: Administration Manager
About
US:
US:
Marie Stopes International (MSI) is a
global organisation providing personalised contraception and safe post-abortion
care services to women and girls. Our local teams of professionals are
passionate about the work they do in communities across 37 countries. The
services we provide give a woman the power to choose when she has children so
that she is free pursue her plans and dreams for herself and her family.
global organisation providing personalised contraception and safe post-abortion
care services to women and girls. Our local teams of professionals are
passionate about the work they do in communities across 37 countries. The
services we provide give a woman the power to choose when she has children so
that she is free pursue her plans and dreams for herself and her family.
Job Summary: The Receptionist will provide high quality
cordial receptionist services to MSIU
main office reflecting on the values and brand and also act as the face of
Marie Stopes.
cordial receptionist services to MSIU
main office reflecting on the values and brand and also act as the face of
Marie Stopes.
The incumbent
will be responsible for ensuring efficient running of the front desk, the
appropriate documentation of all deliveries and out-going correspondence,
effective organisation of the meeting room schedule and provision of
administrative and clerical support to the HR Office.
will be responsible for ensuring efficient running of the front desk, the
appropriate documentation of all deliveries and out-going correspondence,
effective organisation of the meeting room schedule and provision of
administrative and clerical support to the HR Office.
Key Duties and Responsibilities:
1.
Creating a welcoming and informative front office for external visitors and
staff
Creating a welcoming and informative front office for external visitors and
staff
·
Ensure that the reception area is tidy and clean with
information on walls and table
Ensure that the reception area is tidy and clean with
information on walls and table
·
Clear and helpful telephone reception
Clear and helpful telephone reception
·
In charge of management of all mail flow (courier
and post) with all in and out recorded
In charge of management of all mail flow (courier
and post) with all in and out recorded
·
Warmly receive visitors and ensure they are attended
to
Warmly receive visitors and ensure they are attended
to
·
Organise all external visitor needs; schedules,
bookings, accommodation, arport pick up’s and drop off’s, visa documentation
Organise all external visitor needs; schedules,
bookings, accommodation, arport pick up’s and drop off’s, visa documentation
·
Place international and official telephone calls on
behalf of staff and ensure that accurate records are kept
Place international and official telephone calls on
behalf of staff and ensure that accurate records are kept
·
Arrange immigration requirements for national and
international staff
Arrange immigration requirements for national and
international staff
2.
Administrative assistance to the HR team:
Administrative assistance to the HR team:
·
The incumbent will receive and file CV’s for
advertised positions
The incumbent will receive and file CV’s for
advertised positions
·
Actively facilitate the new employee induction
process
Actively facilitate the new employee induction
process
·
Schedule interviews and prepare interview packs
Schedule interviews and prepare interview packs
·
When/if required by the fleet manager, maintain and
up-date the movement of staff and vehicles through the Movement Fixture Board
When/if required by the fleet manager, maintain and
up-date the movement of staff and vehicles through the Movement Fixture Board
·
Control inventory relevant to the reception area
Control inventory relevant to the reception area
3.
Coordination of SO logistics:
Coordination of SO logistics:
·
Meeting room register set up and maintained on
intranet
Meeting room register set up and maintained on
intranet
·
Support meeting organization at the Kampala office
Support meeting organization at the Kampala office
·
Actively monitor staff availability at the office
and organise catering
Actively monitor staff availability at the office
and organise catering
·
Manage all mobile phone mobile-phone charges and
user accounts
Manage all mobile phone mobile-phone charges and
user accounts
·
Responsible for cleaniliness of all offices
Responsible for cleaniliness of all offices
·
Support in organising trainings, workshops and
conferences
Support in organising trainings, workshops and
conferences
·
Support the day-to-day efficient operation of the
office
Support the day-to-day efficient operation of the
office
Qualifications, Skills and
Experience:
Experience:
·
The receptionist should preferably hold professional
qualification or relevant experience
The receptionist should preferably hold professional
qualification or relevant experience
·
Speak more than one Ugandan language desirable
Speak more than one Ugandan language desirable
·
The applicant must possess a warm and cheerful
personality
The applicant must possess a warm and cheerful
personality
·
Customer service orientation
Customer service orientation
·
Professional personal presentation
Professional personal presentation
·
Prior experience in a busy organisation with staff
based in multiple locations
Prior experience in a busy organisation with staff
based in multiple locations
·
Working knowledge of or ability to learn and adapt
to organizational policies, systems and procedures
Working knowledge of or ability to learn and adapt
to organizational policies, systems and procedures
·
Ability to work with little or no supervision
Ability to work with little or no supervision
·
Be a good team player with good interpersonal and
communication skills
Be a good team player with good interpersonal and
communication skills
·
Excellent organizational skills
Excellent organizational skills
·
High degree of integrity and confidentiality
High degree of integrity and confidentiality
Personal Competencies:
·
Initiative: Thinking ahead
and taking action to make the most of opportunities by finding the optimum
solution
Initiative: Thinking ahead
and taking action to make the most of opportunities by finding the optimum
solution
·
Innovative: Thinking
creatively and outside of the box so that ideas generated create a positive
outcome
Innovative: Thinking
creatively and outside of the box so that ideas generated create a positive
outcome
·
Effective Communication: Communicating
through active listening and good questioning techniques, using appropriate
body language, ensuring information is clear and concise.
Effective Communication: Communicating
through active listening and good questioning techniques, using appropriate
body language, ensuring information is clear and concise.
·
Responsive: Being
responsive to changing priorities and demands
Responsive: Being
responsive to changing priorities and demands
·
Working Efficiently: Planning,
prioritising and organising work to ensure work is accurate and deadlines are
met
Working Efficiently: Planning,
prioritising and organising work to ensure work is accurate and deadlines are
met
·
Sharing Information: Sharing
information and knowledge whilst maintaining confidentiality
Sharing Information: Sharing
information and knowledge whilst maintaining confidentiality
·
Focus on Learning: Taking
responsibility for keeping knowledge and skills updated and for seeking
opportunities to develop further
Focus on Learning: Taking
responsibility for keeping knowledge and skills updated and for seeking
opportunities to develop further
·
Commitment: Awareness and
understanding of goals, vision and values and how your role impacts on this and
going the extra mile to meet role requirements
Commitment: Awareness and
understanding of goals, vision and values and how your role impacts on this and
going the extra mile to meet role requirements
·
Driven: Drive and
determination to deliver results
Driven: Drive and
determination to deliver results
·
Accountable: Taking
responsibility for appropriate decisions that you make, and the actions and
behaviour you demonstrate
Accountable: Taking
responsibility for appropriate decisions that you make, and the actions and
behaviour you demonstrate
·
Embracing Change: Openness to
embracing change within the organisation and being able to adjust
plans/activities accordingly
Embracing Change: Openness to
embracing change within the organisation and being able to adjust
plans/activities accordingly
·
Motivated: Motivation towards
achieving quality results to maximise potential
Motivated: Motivation towards
achieving quality results to maximise potential
The
Receptionist is required to demonstrate MSIU’s core values of:
Receptionist is required to demonstrate MSIU’s core values of:
·
Accountability of all staff to each other and our
clients and stakeholders
Accountability of all staff to each other and our
clients and stakeholders
·
Equality of opportunity and access
Equality of opportunity and access
·
Value for money in the management of our resources
Value for money in the management of our resources
How
to Apply:
to Apply:
All suitably qualified and interested
candidates are encouraged to send their electronic applications including a
cover letter, updated CV and academic documents via E-mail to: [email protected].
candidates are encouraged to send their electronic applications including a
cover letter, updated CV and academic documents via E-mail to: [email protected].
Deadline:
7th August, 2015
7th August, 2015
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