Job Title: Front Desk Officer
Organisation: Micro-Haem
Scientifics and Medical Supplies Limited
Scientifics and Medical Supplies Limited
Duty Station: Kampala, Uganda
Reports to: Human Resource
& Administration Manager
& 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
equipment.
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
equipment.
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
administration.
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
administration.
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.)
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
Perform the function of a link between front
desk and the management
·
Maintain co-ordination & good communication
with other departments of the Company
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
Handle a variety of matters including managed
care, insurance, collections, operational and customer service issues
·
Greet and welcome guests
Greet and welcome guests
·
Answer questions and address complaints
Answer questions and address complaints
·
Facilitate/ Resolve guest problems quickly,
efficiently & courteously
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.
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
them
Receive letters, packages etc. sort out and distribute
them
·
Prepare outgoing mail by drafting
correspondence, securing parcels etc
Prepare outgoing mail by drafting
correspondence, securing parcels etc
·
Check, sort and forward emails
Check, sort and forward emails
·
Regularly monitor office supplies and place
orders when necessary
Regularly monitor office supplies and place
orders when necessary
·
Type, photocopy, scan and file documents
appropriately
Type, photocopy, scan and file documents
appropriately
·
Verify and take delivery of supplies, including
flowers, newspapers and office supplies ensuring the accuracy of the delivery
notes.
Verify and take delivery of supplies, including
flowers, newspapers and office supplies ensuring the accuracy of the delivery
notes.
·
Receive and direct visitors, make and confirm
appointments as requested.
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.
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.
Provide support to the administration by
entering data or by doing other clerical work.
·
Keep updated records and files
Keep updated records and files
·
Monitor office expenses and costs eg stationery,
utilities, consumables etc
Monitor office expenses and costs eg stationery,
utilities, consumables etc
·
Responsible for travel arrangement schedules for
employees in the company and visitors from abroad.
Responsible for travel arrangement schedules for
employees in the company and visitors from abroad.
·
Perform any other duties as assigned from time
to time
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
Improved customer care and administrative
support in order to ensure effective and efficient office operations
·
Front desk records maintained, reports prepared
and submitted
Front desk records maintained, reports prepared
and submitted
·
Customer needs identified and appropriate
solutions offered
Customer needs identified and appropriate
solutions offered
·
Incoming documents and mails appropriately
handled and responded
Incoming documents and mails appropriately
handled and responded
·
Safe custody and proper usage of front desk
equipment ensured
Safe custody and proper usage of front desk
equipment ensured
·
Daily Office services properly coordinated at
all times.
Daily Office services properly coordinated at
all times.
·
Frontline customer services (registration,
cashiering, handling appointments and enquiries) properly and appropriately
delivered
Frontline customer services (registration,
cashiering, handling appointments and enquiries) properly and appropriately
delivered
·
Customers/clients, visitors and staff well
received and assisted
Customers/clients, visitors and staff well
received and assisted
·
Secretarial/Administration services provided to
the department
Secretarial/Administration services provided to
the department
·
Safe handling of company utilities, supplies and
equipment/property ensured
Safe handling of company utilities, supplies and
equipment/property ensured
·
Clean and safe office environment ensured
Clean and safe office environment ensured
Qualifications, Skills and
Experience:
Experience:
·
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
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.
A minimum of three years’ experience in a
similar function; Previous clerical, secretarial or commercial work experience
is essential.
·
Customer service orientation
Customer service orientation
·
The ideal candidate will have a friendly and
easy going personality while also being very perceptive and disciplined.
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.
Ability to deal with complaints and give
accurate information.
·
A customer-oriented approach is essential
A customer-oriented approach is essential
·
Experience in a reputable business organisation
is an added advantage.
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
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
Proven experience as front desk representative,
agent or relevant position
·
Familiarity with office machines (e.g. fax,
printer, computer, scan etc.)
Familiarity with office machines (e.g. fax,
printer, computer, scan etc.)
·
Knowledge of office management
Knowledge of office management
·
Proficient in English (oral and written)
Proficient in English (oral and written)
·
Strong communication and people skills
Strong communication and people skills
·
Good organizational and multi-tasking abilities
Good organizational and multi-tasking abilities
·
Problem-solving skills
Problem-solving skills
·
Task Focused, Proactive and Disciplined with a
sense of integrity
Task Focused, Proactive and Disciplined with a
sense of integrity
·
Smart, well-groomed and confident with a
professional attitude at all times
Smart, well-groomed and confident with a
professional attitude at all times
·
Possessing a friendly, approachable personality
Possessing a friendly, approachable personality
·
Good observation and presentation skills.
Good observation and presentation skills.
·
Understanding and knowledge of health and safety
procedures
Understanding and knowledge of health and safety
procedures
·
Good communication skills and interpersonal
relations.
Good communication skills and interpersonal
relations.
·
Good disposition, cheerful and welcoming.
Good disposition, cheerful and welcoming.
·
Have a professional approach to all routine tasks
and displays a sense of responsibility at all times.
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.
Focused on the delivery of customer service to
everybody in the premises.
·
Excellent time management, interpersonal,
organisational, adaptability and team building skills.
Excellent time management, interpersonal,
organisational, adaptability and team building skills.
·
Excellent IT and administrative skills.
Excellent IT and administrative skills.
·
Ability to communicate effectively at all levels
Ability to communicate effectively at all levels
·
Ability to work without direct supervision
Ability to work without direct supervision
·
Pays attention to detail and works with a high
degree of accuracy
Pays attention to detail and works with a high
degree of accuracy
·
Highly organized and flexible
Highly organized and flexible
·
Able to multitask
Able to multitask
·
Ability to use modern office equipment
Ability to use modern office equipment
·
Age: Between 25-30 years
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:
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.
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.
5 pm.
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