Job Title: Receptionist
Organization: Malaria
Consortium
Consortium
Project Name: USAID/PMI
Malaria Action Program for Districts (MAPD) Project
Malaria Action Program for Districts (MAPD) Project
Duty Station: Kampala,
Uganda
Uganda
Reports to: Office
Administrator
Administrator
Salary: USD 6,250 gross per
annum
annum
About Malaria Consortium:
Malaria Consortium is the world’s leading not-for-profit organisation dedicated
to the comprehensive control of malaria and other communicable diseases in
Africa and Southeast Asia. Malaria Consortium works with communities,
government and non-government agencies, academic institutions, and local and
international organisations, to ensure good evidence supports delivery of
effective services, providing technical support for monitoring and evaluation
of programmes and activities for evidence-based decision-making and strategic
planning. Malaria Consortium works to improve not only the health of the
individual, but also the capacity of national health systems, which helps
relieve poverty and support improved economic prosperity.
to the comprehensive control of malaria and other communicable diseases in
Africa and Southeast Asia. Malaria Consortium works with communities,
government and non-government agencies, academic institutions, and local and
international organisations, to ensure good evidence supports delivery of
effective services, providing technical support for monitoring and evaluation
of programmes and activities for evidence-based decision-making and strategic
planning. Malaria Consortium works to improve not only the health of the
individual, but also the capacity of national health systems, which helps
relieve poverty and support improved economic prosperity.
About USAID MAPD Project:
The Malaria Action Program for Districts (MAPD) project is a 5-year
USAID/PMI funded project. The project aims to prevent and control Malaria
illnesses and deaths in order to minimise the social economic effects of the
disease among the overall population of Uganda especially in children under 5
years of age. The project will be implemented starting in August 2016, and will
cover 43 districts with a total population of more than 13 million. The Malaria
Action Program for Districts project offers a partnership uniquely positioned
to deliver this implementation rollout. Partners include Johns Hopkins Program
for International Education in Gynecology and Obstetrics (JHPIEGO), Banyan
Global, Deloitte &Touché Uganda, Infectious Diseases Institute (IDI) and
Communication for Development Foundation-Uganda (CDFU).
USAID/PMI funded project. The project aims to prevent and control Malaria
illnesses and deaths in order to minimise the social economic effects of the
disease among the overall population of Uganda especially in children under 5
years of age. The project will be implemented starting in August 2016, and will
cover 43 districts with a total population of more than 13 million. The Malaria
Action Program for Districts project offers a partnership uniquely positioned
to deliver this implementation rollout. Partners include Johns Hopkins Program
for International Education in Gynecology and Obstetrics (JHPIEGO), Banyan
Global, Deloitte &Touché Uganda, Infectious Diseases Institute (IDI) and
Communication for Development Foundation-Uganda (CDFU).
Job Summary: The Receptionist
is responsible for management of the reception area. The Receptionist is
responsible for management of the reception area, receiving visitors, managing
the central office phone, directing visitors and proving any administrative
related support to the operations team.
is responsible for management of the reception area. The Receptionist is
responsible for management of the reception area, receiving visitors, managing
the central office phone, directing visitors and proving any administrative
related support to the operations team.
Key Duties and
Responsibilities:
Responsibilities:
Ensure that the front desk represents the organization to the visitors
in a professional manner: (70%)
in a professional manner: (70%)
·
Ensure
that the front desk is staffed at all times during the working hours
Ensure
that the front desk is staffed at all times during the working hours
·
Receive
incoming calls to Malaria Consortium? and transfer to requested person
Receive
incoming calls to Malaria Consortium? and transfer to requested person
·
Make
outgoing calls from Malaria consortium? and connect to requested person
Make
outgoing calls from Malaria consortium? and connect to requested person
·
Receive
parcels from DHL and give them to owners, and also send parcels through DHL
Receive
parcels from DHL and give them to owners, and also send parcels through DHL
Ensure that the office buildings are kept in a clean and tidy way:
(15%)
(15%)
·
Make
sure that all offices are kept clean at all times including the wash
rooms by providing adequate supervision to the support staff responsible for
office cleaning
Make
sure that all offices are kept clean at all times including the wash
rooms by providing adequate supervision to the support staff responsible for
office cleaning
·
Ensure
that the office cleaners and kitchen staff are performing to the required
standards
Ensure
that the office cleaners and kitchen staff are performing to the required
standards
·
Ensure
that the compound has a tidy and professional appearance including
gardening.
Ensure
that the compound has a tidy and professional appearance including
gardening.
·
Report
any building and maintenance issues to the Base Logistician
Report
any building and maintenance issues to the Base Logistician
Support the operations section to process CORE payments as required: (10%)
·
Raise
payment forms, submit to finance and make follow on payments
Raise
payment forms, submit to finance and make follow on payments
·
Receive,
analyse, code and prepare request for payment for water , electricity, staff
telephone and security bills
Receive,
analyse, code and prepare request for payment for water , electricity, staff
telephone and security bills
Other (5%)
·
Ensure
that the first Aid Box is fully stocked at all times.
Ensure
that the first Aid Box is fully stocked at all times.
·
Book
accommodation for staff members from upcountry offices.
Book
accommodation for staff members from upcountry offices.
·
Ensure
that the stationery store is always fully stocked, and request for more items
in case they are over.
Ensure
that the stationery store is always fully stocked, and request for more items
in case they are over.
Qualifications, Skills and
Experience:
Experience:
·
The applicant for the Malaria Consortium USAID
MAPD Receptionist career opportunity should hold a Bachelor’s degree in Information and office management/ office
Administration or related.
The applicant for the Malaria Consortium USAID
MAPD Receptionist career opportunity should hold a Bachelor’s degree in Information and office management/ office
Administration or related.
·
One
year of experience in the field of administration
One
year of experience in the field of administration
·
Previous
experience in managing a reception, switchboard and/or customer care is desired
Previous
experience in managing a reception, switchboard and/or customer care is desired
·
Proven
previous experience in office management is desired
Proven
previous experience in office management is desired
·
Possess
good understanding, knowledge and experience in document control and
management
Possess
good understanding, knowledge and experience in document control and
management
·
Ability
to effectively manage time and resolve crises.
Ability
to effectively manage time and resolve crises.
·
Excellent
interpersonal and communication skills
Excellent
interpersonal and communication skills
·
Good
excel and other software skills
Good
excel and other software skills
Core Competencies:
Delivering Results: Takes on pieces of work when required and
demonstrates excellent project management skills
demonstrates excellent project management skills
·
Shows
a flexible approach to taking on additional work /responsibilities when needed
to achieve results
Shows
a flexible approach to taking on additional work /responsibilities when needed
to achieve results
·
Demonstrates
excellent project management skills to agreed timescales (timelines,
targets, donor requirements)
Demonstrates
excellent project management skills to agreed timescales (timelines,
targets, donor requirements)
·
Makes
clear and timely decisions within remit of own role
Makes
clear and timely decisions within remit of own role
Analysis and use of
information: Gathers information and identifies problems
effectively
information: Gathers information and identifies problems
effectively
·
Interprets
basic written information
Interprets
basic written information
·
Attentive
to detail
Attentive
to detail
·
Follows
guidelines to identify issues
Follows
guidelines to identify issues
·
Recognises
problems within their remit
Recognises
problems within their remit
·
Uses
appropriate methods for gathering and summarising data
Uses
appropriate methods for gathering and summarising data
Interpersonal and
communications: Fosters two-way
communications: Fosters two-way
·
Recalls
others’ main points and takes them into account in own communication
Recalls
others’ main points and takes them into account in own communication
·
Checks
own understanding of others’ communication by asking questions
Checks
own understanding of others’ communication by asking questions
·
Maintains
constructive, open and consistent communication with others
Maintains
constructive, open and consistent communication with others
·
Resolves
minor misunderstandings and conflicts effectively
Resolves
minor misunderstandings and conflicts effectively
Collaboration and partnering: Good and effective team player
·
Is as
a good and effective team player
Is as
a good and effective team player
·
Knows
who their customers are and their requirements.
Knows
who their customers are and their requirements.
·
Respects
and listens to different views/opinions
Respects
and listens to different views/opinions
·
Actively
collaborates across teams to achieve objectives and develop own thinking
Actively
collaborates across teams to achieve objectives and develop own thinking
·
Proactive
in providing and seeking support from team members
Proactive
in providing and seeking support from team members
Leading and motivating people:
Open to learning and responds positively to feedback:
Open to learning and responds positively to feedback:
·
Willingness
to manage own development and performance
Willingness
to manage own development and performance
·
Builds
capacity of colleagues by sharing knowledge (induction) and acting as induction
‘buddy’ when asked
Builds
capacity of colleagues by sharing knowledge (induction) and acting as induction
‘buddy’ when asked
·
Open
to learning new things
Open
to learning new things
·
Responds
positively to feedback from others.
Responds
positively to feedback from others.
·
Identifies
mistakes and takes positive steps to improve
Identifies
mistakes and takes positive steps to improve
Flexibility/ adaptability: Recognizes own stress levels and
adapts
adapts
·
Recognises
limitations and take steps to manage any resulting pressure or stress
Recognises
limitations and take steps to manage any resulting pressure or stress
·
Remains
focused on objectives and goal in a rapidly changing environment
Remains
focused on objectives and goal in a rapidly changing environment
·
Takes
responsibility for own work and for the impact of own actions
Takes
responsibility for own work and for the impact of own actions
Living the values: Demonstrates
Malaria Consortium Values
Malaria Consortium Values
·
Demonstrates
integrity, honesty and fairness in dealing with colleagues and stakeholders
Demonstrates
integrity, honesty and fairness in dealing with colleagues and stakeholders
·
Maintains
ethical and professional behaviour in line with Malaria Consortium’s values
Maintains
ethical and professional behaviour in line with Malaria Consortium’s values
·
Treats
all people with respect
Treats
all people with respect
Strategic planning and
thinking and sector awareness: Manages own workload effectively
thinking and sector awareness: Manages own workload effectively
·
Plans
and manages own workload effectively
Plans
and manages own workload effectively
·
Is
familiar with Malaria Consortium’s mission and current strategic plan.
Is
familiar with Malaria Consortium’s mission and current strategic plan.
·
Understands
own contribution to Malaria Consortium’s objectives
Understands
own contribution to Malaria Consortium’s objectives
How to Apply:
All interested applicants are encouraged to apply online at the web
link below.
link below.
Deadline: 16th
September 2016 by 2:30 pm
September 2016 by 2:30 pm
For more of the latest jobs, please visit https://www.theugandanjobline.com or
find us on our Facebook page https://www.facebook.com/UgandanJobline
find us on our Facebook page https://www.facebook.com/UgandanJobline