Job Title: Front Desk Assistant
Organisation: Reproductive Health Uganda (RHU)
Duty Station: Kampala, Uganda
Reports to: Administrative Officer
About Us:
Reproductive Health Uganda (RHU) is a member of the International
Planned Parenthood Federation (IPPF), and its core mandate is to promote high
quality, highimpact and gender sensitive Sexual & Reproductive Health and
Rights information and services through capacity building, specialized service
delivery, issue specific advocacy and strategic partnerships.
Planned Parenthood Federation (IPPF), and its core mandate is to promote high
quality, highimpact and gender sensitive Sexual & Reproductive Health and
Rights information and services through capacity building, specialized service
delivery, issue specific advocacy and strategic partnerships.
Job Summary: The Front Desk
Assistant will act as the initial face of the organisation: Management of the
reception, maintain telephone records, process documents and messages and offer
general communication services
Assistant will act as the initial face of the organisation: Management of the
reception, maintain telephone records, process documents and messages and offer
general communication services
Key Duties and
Responsibilities:
Responsibilities:
•
Operate RHU’s telephone exchange, including
handling all incoming and outgoing calls in a professional manner including
routing them to appropriate locations
Operate RHU’s telephone exchange, including
handling all incoming and outgoing calls in a professional manner including
routing them to appropriate locations
•
Offer customer care to visitors to the main RHU
office, and relaying these visitors to appropriate destinations, in addition to
maintaining records of such visits.
Offer customer care to visitors to the main RHU
office, and relaying these visitors to appropriate destinations, in addition to
maintaining records of such visits.
•
Maintain a tracking system for all incoming
& outgoing mail and courier items for the office
Maintain a tracking system for all incoming
& outgoing mail and courier items for the office
•
Follow procedures that secure and document the
security of any valuables.
Follow procedures that secure and document the
security of any valuables.
•
Ensure that relevant notices are appropriately
displayed on notice boardsin an orderly manner and regularly updated.
Ensure that relevant notices are appropriately
displayed on notice boardsin an orderly manner and regularly updated.
•
Monitor and ensure that the reception/ front and
rear entrances of the RHU main building are kept clean, neat and tidy.
Monitor and ensure that the reception/ front and
rear entrances of the RHU main building are kept clean, neat and tidy.
•
Ensure that RHU’s telephone equipment and lines
are in good working order to ensure professional and seamless communications at
the different levels
Ensure that RHU’s telephone equipment and lines
are in good working order to ensure professional and seamless communications at
the different levels
•
Perform any other professional duties as may be
assigned by the supervisor.
Perform any other professional duties as may be
assigned by the supervisor.
Qualifications, Skills and Experience:
•
The ideal candidate for the Front Desk Assistant
job placement should preferably hold a good bachelor’s degree in office
management, Secretarial Studies, or a related field.
The ideal candidate for the Front Desk Assistant
job placement should preferably hold a good bachelor’s degree in office
management, Secretarial Studies, or a related field.
•
Prior experience as a receptionist, including
prior NGO exposure will be an added advantage.
Prior experience as a receptionist, including
prior NGO exposure will be an added advantage.
•
Knowledge about SRHR
Knowledge about SRHR
•
Consistent, professional dress code and good
telephone manner.
Consistent, professional dress code and good
telephone manner.
•
Excellent written and verbal communication skills.
Excellent written and verbal communication skills.
•
Competency in Microsoft office applications
including Word, Excel, and Outlook.
Competency in Microsoft office applications
including Word, Excel, and Outlook.
•
Good time management skills, memory and recall,
multitasking and visitor support.
Good time management skills, memory and recall,
multitasking and visitor support.
•
Experience with administrative and clerical
procedures.
Experience with administrative and clerical
procedures.
•
Able to contribute positively as part of a team,
assisting with different tasks, as required.
Able to contribute positively as part of a team,
assisting with different tasks, as required.
•
Positive enthusiasm, confidence, integrity,
tact, discretion and diplomacy.
Positive enthusiasm, confidence, integrity,
tact, discretion and diplomacy.
How to Apply:
All applicants should send post their application letters and attach
certified copies of academic transcripts, a detailed Curriculum Vitae and other
relevant documents as well the contact addresses (e-mail) of 3 referees
including their telephone contacts to:
certified copies of academic transcripts, a detailed Curriculum Vitae and other
relevant documents as well the contact addresses (e-mail) of 3 referees
including their telephone contacts to:
The Executive Director,
Reproductive Health Uganda,
P.O. Box 10746, Kampala. Uganda
Or hand-deliver at: RHU Head Office, Plot 2, Katego Road, Kamwokya
(Opposite Uganda Museum).
(Opposite Uganda Museum).
Deadline: 16th March 2018
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