Job Title: Front Desk Officer (Receptionist)
Organisation: National
Planning Authority (NPA)
Planning Authority (NPA)
Duty Station: Kampala, Uganda
Ref No: NPA/ADV/03/2017
Reports to: Senior
Administrative Officer
Administrative Officer
About US:
The National Planning Authority (NPA) was established by an Act of
Parliament No.15 of 2002 in compliance with article 125 of the Constitution of
the Republic of Uganda (1995). Accordingly NPA is the principal statutory
agency responsible for the management of national and decentralized development
planning in Uganda. The primary function of the Authority is to produce
comprehensive and integrated development plans for the country elaborated in
terms of the perspective Vision, Long and Medium-term Plans.
Parliament No.15 of 2002 in compliance with article 125 of the Constitution of
the Republic of Uganda (1995). Accordingly NPA is the principal statutory
agency responsible for the management of national and decentralized development
planning in Uganda. The primary function of the Authority is to produce
comprehensive and integrated development plans for the country elaborated in
terms of the perspective Vision, Long and Medium-term Plans.
Job Summary: The Front Desk
Officer (Receptionist) will provide administrative supports to the offices of
the Directors as well as their day today management and initially undertake the
management of records in the Central Registry.
Officer (Receptionist) will provide administrative supports to the offices of
the Directors as well as their day today management and initially undertake the
management of records in the Central Registry.
Key Duties and Responsibilities:
·
Tasked
with receiving visitors, welcoming, sitting and drawing to the attention of the
relevant office
Tasked
with receiving visitors, welcoming, sitting and drawing to the attention of the
relevant office
·
Ensuring
that the reception area is clean and well arranged
Ensuring
that the reception area is clean and well arranged
·
In
charge of receiving, recording and summarizing in coming applications for
interns and job applicants
In
charge of receiving, recording and summarizing in coming applications for
interns and job applicants
·
Ensuring
that all applications and correspondences received are secure and directed to
the responsible office
Ensuring
that all applications and correspondences received are secure and directed to
the responsible office
·
Receive
visitors and telephone callers and find out the nature of their enquiry
Receive
visitors and telephone callers and find out the nature of their enquiry
·
Provide
information to assist clients or refer them to appropriate contacts, either in
the organization or elsewhere
Provide
information to assist clients or refer them to appropriate contacts, either in
the organization or elsewhere
·
Arrange
appointments for callers or for people working in the organization and
keep records of these
Arrange
appointments for callers or for people working in the organization and
keep records of these
·
In
liaison with cleaners ensure that the reception area is tidy and well arranged
In
liaison with cleaners ensure that the reception area is tidy and well arranged
·
Ensure
comfort sitting and waiting for incoming visitors
Ensure
comfort sitting and waiting for incoming visitors
·
Work
hand in hand with the Assistant Administrative Secretaries) in the management
of incoming and outgoing correspondences
Work
hand in hand with the Assistant Administrative Secretaries) in the management
of incoming and outgoing correspondences
·
Answer
calls, take electronic messages, direct calls
Answer
calls, take electronic messages, direct calls
·
Manage
the correspondences book or register
Manage
the correspondences book or register
·
Carry
out word processing and formatting
Carry
out word processing and formatting
·
Directing
to action points the Authority Official email address incoming mail /
information
Directing
to action points the Authority Official email address incoming mail /
information
·
Ascertain
the scheduled times and calendar dates
Ascertain
the scheduled times and calendar dates
·
Manage
the Duty Attendance Book at the reception
Manage
the Duty Attendance Book at the reception
·
Keeping
safely keys and passwords/ avoiding un authorized access to lockers at
the reception desk
Keeping
safely keys and passwords/ avoiding un authorized access to lockers at
the reception desk
·
Reporting
faults on office equipment used at the front desk to or responsible person
Reporting
faults on office equipment used at the front desk to or responsible person
·
Perform
any other lawful duties as assigned by the supervisor or higher authorities
Perform
any other lawful duties as assigned by the supervisor or higher authorities
Qualifications, Skills and Experience:
·
The ideal candidate for the National Planning
Authority (NPA) Front Desk Officer (Receptionist) job opportunity should hold an Honors degree; in discipline of
Bachelor of Arts in arts or Social Sciences, Management, Administration, office
management, Secretarial studies or other relevant degree from a recognized
University or “A” Level with a Diploma in Front Office Management, or a related
field.
The ideal candidate for the National Planning
Authority (NPA) Front Desk Officer (Receptionist) job opportunity should hold an Honors degree; in discipline of
Bachelor of Arts in arts or Social Sciences, Management, Administration, office
management, Secretarial studies or other relevant degree from a recognized
University or “A” Level with a Diploma in Front Office Management, or a related
field.
·
Additional qualifications in line with the
position will be an added advantage Experience, and Knowledge
Additional qualifications in line with the
position will be an added advantage Experience, and Knowledge
·
At
least six years of experience and
substantive knowledge as a receptionist or front desk in a reputable
development-oriented institution/organization involving management and
administration of cross-functional activities
At
least six years of experience and
substantive knowledge as a receptionist or front desk in a reputable
development-oriented institution/organization involving management and
administration of cross-functional activities
·
In
addition, Knowledge in Microsoft Office or a similar set of computer
application packages will be required
In
addition, Knowledge in Microsoft Office or a similar set of computer
application packages will be required
·
Industrious
and self-driven
Industrious
and self-driven
·
Ready
to work long hours
Ready
to work long hours
·
Track
record of high Integrity
Track
record of high Integrity
·
Computer
literacy
Computer
literacy
·
Strong
interpersonal and communication skills
Strong
interpersonal and communication skills
·
Must
be result oriented
Must
be result oriented
·
Strong
team player with leadership skills
Strong
team player with leadership skills
·
Age: Between 25- 45 years
Age: Between 25- 45 years
How to Apply:
All suitably qualified and interested candidates should send two sets
of applications with detailed curriculum vitae clear phone and email contacts,
photocopies of academic and professional certificates and transcripts should be
directed to: The Executive Director, National Planning Authority, P.O. Box
21434 Kampala Uganda; Planning – House Plot 17B Clement Hill Road.
of applications with detailed curriculum vitae clear phone and email contacts,
photocopies of academic and professional certificates and transcripts should be
directed to: The Executive Director, National Planning Authority, P.O. Box
21434 Kampala Uganda; Planning – House Plot 17B Clement Hill Road.
Note:
·
The preferred method of applications delivery is
physical delivery through the NPA Front Desk / Reception. However, postal
applications are also allowed provided they are received before the deadline
indicated below
The preferred method of applications delivery is
physical delivery through the NPA Front Desk / Reception. However, postal
applications are also allowed provided they are received before the deadline
indicated below
·
Shortlisted candidates shall be notified through
their email addresses and phone contacts indicated on the application or CV.
Shortlisted candidates shall be notified through
their email addresses and phone contacts indicated on the application or CV.
Deadline: Thursday 21st
December, 2017 by 16:55 hours.
December, 2017 by 16:55 hours.
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