Job Title: Receptionist/ Administrative Assistant
Organization: GIZ
Duty Station: Kampala, Uganda
Reports to: Administrative Manager
About Us:
GIZ
provides customised solutions to complex challenges. We are an experienced
service provider and assist the German Government in achieving its objectives
in the field of international cooperation. We offer demand-driven, tailor-made
and effective services for sustainable development. On behalf of German
Development Cooperation, the GIZ Reform of the Urban Water and Sanitation
Sector Programme (RUWASS) supports the Ministry of Water and Environment (MWE)
and other public actors in their efforts towards an improved and more equitable
access to sustainable water supply and sanitation as well as improved water
resources management in Uganda.
provides customised solutions to complex challenges. We are an experienced
service provider and assist the German Government in achieving its objectives
in the field of international cooperation. We offer demand-driven, tailor-made
and effective services for sustainable development. On behalf of German
Development Cooperation, the GIZ Reform of the Urban Water and Sanitation
Sector Programme (RUWASS) supports the Ministry of Water and Environment (MWE)
and other public actors in their efforts towards an improved and more equitable
access to sustainable water supply and sanitation as well as improved water
resources management in Uganda.
Job Summary: The Receptionist/
Administrative Assistant will be responsible for working closely with customers
in a service-oriented manner on behalf of the office by providing a
professional phone service, personally welcoming visitors and maintaining a
high standard in the reception area. The Receptionist/ Administrative Assistant
will be supporting administrative procedures on request of administrative
manager The jobholder will be managing all GIZ phone calls. The incumbent will
also be responsible for incoming and outgoing calls are efficient and
uninterrupted performing reception and secretariat services on a daily basis.
Administrative Assistant will be responsible for working closely with customers
in a service-oriented manner on behalf of the office by providing a
professional phone service, personally welcoming visitors and maintaining a
high standard in the reception area. The Receptionist/ Administrative Assistant
will be supporting administrative procedures on request of administrative
manager The jobholder will be managing all GIZ phone calls. The incumbent will
also be responsible for incoming and outgoing calls are efficient and
uninterrupted performing reception and secretariat services on a daily basis.
Key Duties and Responsibilities:
1. Phone and Reception
Services: The
receptionist/administrative assistant;
Services: The
receptionist/administrative assistant;
- Answers and accepts phone calls and messages
and/or forwards them - Updates and maintains a callback list of all
incoming calls which cannot be taken by the relevant staff member - The jobholder operates the answering machine
appropriately - Registers, documents and organises incoming
and outgoing correspondence (fax, emails, packages and personally
delivered messages) - Ensures deputisation for other staff members
- Ensures that visitors are comfortable by
offering newspapers, refreshments etc.
2. Office work and
Services: The
receptionist/administrative assistant;
Services: The
receptionist/administrative assistant;
- Ensures creation and/or regular updating of a
list of contacts and addresses (telephone, fax, Email) - Sorts and distributes incoming correspondence
(email, fax, other official documents) - Responsible for distributing and accepting
documents and packages to/from the post office, government institutions,
embassies etc., and is responsible for these - Ensures periodicals are put out
3. Support to
Administrative Experts:
Administrative Experts:
- The jobholder will be tasked with making photocopies
and scans documents if and when required - Compiles and organises-information-materials
- Labels files according to GIZ filing system
- Fills lists and tables according to the
specific instructions of the administrative expert - Assists in preparing inventory lists
- Updates and maintains record of service
requests - Prepare invoices/ receipts ready for stamping
and have them signed by the responsible people - Assist in the preparations for internal
control - Update the trainings, consultancy lists and
databases as advised by the technical staff - Advance and refund calculations on flight
tickets - Updating of the business cards to the contact
list - Regularly updating the fuel consumption of
all project vehicles - In charge of checking the logbooks of all
project vehicles
4. Other
duties/additional Tasks: Performs other duties and tasks at the
request of management
duties/additional Tasks: Performs other duties and tasks at the
request of management
Qualifications, Skills and Experience:
- The Receptionist/ Administrative Assistant
should preferably hold a Bachelor’s degree in business/public administration,
secretarial studies, social sciences or any related field. - One to three years of related professional
experience - Computer literacy i.e. working knowledge of
ITC technologies (related software, phone, fax, email, the internet) and
computer applications (e.g. MS Office) - Politeness and helpfulness in dealing with
visitors - Willingness to upskill as required by the
tasks to be performed - Excellent written and oral knowledge of the
English language.
How to Apply:
All
suitably qualified and interested candidates should send their applications
including 2 pages max for cover letter and 3 pages max for CV to the Human
Resources Department, GIZ Offices, Plot 23 Nakasero Road, Kampala. Uganda
suitably qualified and interested candidates should send their applications
including 2 pages max for cover letter and 3 pages max for CV to the Human
Resources Department, GIZ Offices, Plot 23 Nakasero Road, Kampala. Uganda
E-mail to: [email protected]
Deadline: 8th April, 2016
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