Job Title: Receptionist / Administrative Assistant
Organization: GIZ
Duty Station: Kampala,
Uganda
Uganda
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.
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.
Job Summary: The Receptionist / Administrative
Assistant is responsible for:
Assistant is responsible for:
·
Working closely with customers in a
service-oriented manner on behalf of the office by Providing professional phone
services, personally welcoming visitors and maintaining a high standard in the
reception area
Working closely with customers in a
service-oriented manner on behalf of the office by Providing professional phone
services, personally welcoming visitors and maintaining a high standard in the
reception area
·
Carrying out reception and secretariat services
on a daily basis
Carrying out reception and secretariat services
on a daily basis
·
Managing the project office facilities
Managing the project office facilities
·
Managing daily office operations
Managing daily office operations
·
Supporting the organisation of events and
meetings
Supporting the organisation of events and
meetings
Key Duties and
Responsibilities:
Responsibilities:
Reception Services:
·
The incumbent answers and accepts phone calls
and messages and/or forwards them
The incumbent answers and accepts phone calls
and messages and/or forwards them
·
Maintains a call back list of all incoming calls
which cannot be taken by the relevant staff member
Maintains a call back list of all incoming calls
which cannot be taken by the relevant staff member
·
Registers, documents and organises incoming and
outgoing correspondence (e-mails, packages and personally delivered messages)
Registers, documents and organises incoming and
outgoing correspondence (e-mails, packages and personally delivered messages)
·
Ensures deputisation for other staff members
Ensures deputisation for other staff members
·
Ensures visitors are comfortable by offering
newspapers, refreshments etc.
Ensures visitors are comfortable by offering
newspapers, refreshments etc.
Office work and services:
·
The incumbent ensures creation and/or regular
updating of a list of contacts and addresses (telephone, e-mail)
The incumbent ensures creation and/or regular
updating of a list of contacts and addresses (telephone, e-mail)
·
Sorts and distributes incoming correspondence
(e-mail, fax, other official documents)
Sorts and distributes incoming correspondence
(e-mail, fax, other official documents)
·
Makes photocopies and scans documents if and
when required
Makes photocopies and scans documents if and
when required
Support to Administrative Experts:
·
Supports the preparation and organisation of
events, meetings and activities in close collaboration with the Staff members
of the project (invitation letters, reservations, reimbursement of transport
allowance and per diem, etc.)
Supports the preparation and organisation of
events, meetings and activities in close collaboration with the Staff members
of the project (invitation letters, reservations, reimbursement of transport
allowance and per diem, etc.)
·
Compiles and organises information materials
Compiles and organises information materials
·
Labels files according to GIZ filing system
Labels files according to GIZ filing system
·
Fills lists and tables according to the specific
instructions of the administrative expert
Fills lists and tables according to the specific
instructions of the administrative expert
·
Assists in preparing inventory lists
Assists in preparing inventory lists
·
Maintains record of service requests
Maintains record of service requests
·
Prepares invoices/ receipts ready for stamping
and have them signed by the responsible people
Prepares invoices/ receipts ready for stamping
and have them signed by the responsible people
·
Assists in the preparations for internal control
Assists in the preparations for internal control
·
Updates trainings, consultancy lists and
databases as advised by the technical staff
Updates trainings, consultancy lists and
databases as advised by the technical staff
·
Prepares advance and refund calculations for
work related trips ‘
Prepares advance and refund calculations for
work related trips ‘
·
Updates business cards to the contact list
Updates business cards to the contact list
·
Regularly updates the fuel consumption of all
project vehicles
Regularly updates the fuel consumption of all
project vehicles
·
Checks the logbooks of all project vehicles
Checks the logbooks of all project vehicles
·
Maintains the project office stock
Maintains the project office stock
·
Assures facility management of the project office
and initiates in accordance with management repairs, maintenance, etc.
Assures facility management of the project office
and initiates in accordance with management repairs, maintenance, etc.
·
Prepares financial documents (vouchers,
receipts, etc.) to be delivered to the finance manager
Prepares financial documents (vouchers,
receipts, etc.) to be delivered to the finance manager
Other duties/additional tasks: The receptionist performs other
duties and tasks at the request of management
duties and tasks at the request of management
Qualifications, Skills and
Experience:
Experience:
·
The ideal candidate should preferably hold a
Diploma in Secretarial Studies, Administration or any related field.
The ideal candidate should preferably hold a
Diploma in Secretarial Studies, Administration or any related field.
·
One to three years of professional
administrative experience
One to three years of professional
administrative experience
·
Good working knowledge of ITC technologies
(related software, phone, fax, email, the Internet) and computer applications
(e.g. MS Office)
Good working knowledge of ITC technologies
(related software, phone, fax, email, the Internet) and computer applications
(e.g. MS Office)
·
Excellent written and oral knowledge of English
and Ateso languages. Kumam language of advantage
Excellent written and oral knowledge of English
and Ateso languages. Kumam language of advantage
·
Politeness and helpfulness in dealing with
visitors
Politeness and helpfulness in dealing with
visitors
·
Willingness to up skill as required by the tasks
to be performed – corresponding measures are agreed with management
Willingness to up skill as required by the tasks
to be performed – corresponding measures are agreed with management
How to Apply:
All suitably qualified and interested candidates should send their
motivation letters and Curriculum Vita to the Human Resources Department, GIZ
Offices, Plot 23 Nakasero Road, Kampala. Uganda OR via email to [email protected]
motivation letters and Curriculum Vita to the Human Resources Department, GIZ
Offices, Plot 23 Nakasero Road, Kampala. Uganda OR via email to [email protected]
Deadline: 31st August
2016
2016
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