Admin Jobs – Front Desk Officer at Micro-Haem Scientifics and Medical Supplies Limited

Job Title:   Front Desk Officer
Organisation: Micro-Haem
Scientifics and Medical Supplies Limited
Duty Station: Kampala, Uganda
Reports to: Human Resource
& Administration Manager
About Us:
Micro-Haem Scientifics and Medical Supplies Limited mandate is supply
of high quality pharmaceutical and medical products (consumables and equipment)
of latest technology in Uganda and E. Africa; Manufacture Drugs and Medical
Devices/Instruments; Operate the Microhaem Medical Equipment Training School
(offer training, research, capacity building programmes, establish incubation
centre; collaborate with and outsource medical 
professionals from related training institutions globally); run
curriculum  that meets international
standards); and engage in maintenance, servicing and repairing of medical
Job Summary: The Front Desk
Officer will carry out receptionist and clerical duties at the front desk of
our main entrance. The incumbent will be the “face” of the company for all
visitors and will be responsible for the first impression we make; manage the
reception desk of the company and provide clerical support to the
Key Duties and Responsibilities: 
The jobholder will keep the reception area is
tidy, attractive and welcoming to clients and visitors, and presentable with
all necessary material (pens, forms, paper etc.)
Perform the function of a link between front
desk and the management
Maintain co-ordination & good communication
with other departments of the Company
Handle a variety of matters including managed
care, insurance, collections, operational and customer service issues
Greet and welcome guests
Answer questions and address complaints
Facilitate/ Resolve guest problems quickly,
efficiently & courteously
Answer the incoming telephone calls, take and
relay messages, respond to phone inquiries and make calls/and redirect them or
keep messages.
Receive letters, packages etc. sort out and distribute
Prepare outgoing mail by drafting
correspondence, securing parcels etc
Check, sort and forward emails
Regularly monitor office supplies and place
orders when necessary
Type, photocopy, scan and file documents
Verify and take delivery of supplies, including
flowers, newspapers and office supplies ensuring the accuracy of the delivery
Receive and direct visitors, make and confirm
appointments as requested.
Ensures that the notice boards are updated and
well maintained with current events and staff notices.
Provide support to the administration by
entering data or by doing other clerical work.
Keep updated records and files
Monitor office expenses and costs eg stationery,
utilities, consumables etc
Responsible for travel arrangement schedules for
employees in the company and visitors from abroad.
Perform any other duties as assigned from time
to time
Key Results Areas: 
Improved customer care and administrative
support in order to ensure effective and efficient office operations
Front desk records maintained, reports prepared
and submitted
Customer needs identified and appropriate
solutions offered
Incoming documents and mails appropriately
handled and responded
Safe custody and proper usage of front desk
equipment ensured
Daily Office services properly coordinated at
all times.
Frontline customer services (registration,
cashiering, handling appointments and enquiries) properly and appropriately
Customers/clients, visitors and staff well
received and assisted
Secretarial/Administration services provided to
the department
Safe handling of company utilities, supplies and
equipment/property ensured
Clean and safe office environment ensured
Qualifications, Skills and
The ideal candidate for the Front Desk Officer
job opportunity must hold a Degree in English, Hospitality, Business, IT,
Languages, Information science, Secretarial, Administration/Management or any
related subjects from a recognised institution
A minimum of three years’ experience in a
similar function; Previous clerical, secretarial or commercial work experience
is essential.
Customer service orientation
The ideal candidate will have a friendly and
easy going personality while also being very perceptive and disciplined.
Ability to deal with complaints and give
accurate information.
A customer-oriented approach is essential
Experience in a reputable business organisation
is an added advantage.
Excellent knowledge of MS Office (especially
Excel and Word), Desktop publishing, Outlook and the Internet
Proven experience as front desk representative,
agent or relevant position
Familiarity with office machines (e.g. fax,
printer, computer, scan etc.)
Knowledge of office management
Proficient in English (oral and written)
Strong communication and people skills
Good organizational and multi-tasking abilities
Problem-solving skills
Task Focused, Proactive and Disciplined with a
sense of integrity
Smart, well-groomed and confident with a
professional attitude at all times
Possessing a friendly, approachable personality
Good observation and presentation skills.
Understanding and knowledge of health and safety
Good communication skills and interpersonal
Good disposition, cheerful and welcoming.
Have a professional approach to all routine tasks
and displays a sense of responsibility at all times.
Focused on the delivery of customer service to
everybody in the premises.
Excellent time management, interpersonal,
organisational, adaptability and team building skills.
Excellent IT and administrative skills.
Ability to communicate effectively at all levels
Ability to work without direct supervision
Pays attention to detail and works with a high
degree of accuracy
Highly organized and flexible
Able to multitask
Ability to use modern office equipment
Age: Between 25-30 years
How to Apply:
All suitably qualified and interested applicants should send their
sealed applications either hand delivered or via post to:
ACLAIM Africa Limited,
Plot M99 Nakasero Hill Lane,
P. O. Box 7202, Kampala, Uganda.
The completed applications should include a Cover Letter, Curriculum
Vitae indicating three professional referees, two of whom should have been
direct supervisors and Copies of Academic Certificates.
Deadline: 14th October, 2016 by
5 pm.
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