The Ugandan Jobline

Job Title:      Receptionist

Organization: United Nations Population Fund
(UNFPA)

Duty Station: Kampala, Uganda

Reports to: Human Resources/Admin Analyst

Grade: SB2

About UNFPA:

UNFPA, the United Nations Population Fund, is the lead UN
agency for delivering a world where every pregnancy is wanted, every birth is safe,
and every young person’s potential is fulfilled. UNFPA expands the
possibilities for women and young people to lead healthy and productive lives.
Since UNFPA started working in 1969, the number – and rate – of women dying
from complications of pregnancy or childbirth has been halved. Families are
smaller and healthier. Young people are more connected and empowered than ever
before.

Job Summary:  The Receptionist will prove front desk
services and telephone communication services. 
The post is located in Uganda Country Offices (CO) and under the overall
guidance of the UNFPA representative, he/she reports directly to the Human
Resources/Admin Analyst.

You will provide front desk services; provide administrative
and logistical support and backstopping the registry functions.

Key Duties and Responsibilities:  

Ensure the provision of front-desk service and telephone communication
services focusing on achievement of the following results:

·       
Monitoring of all incoming visitors to the
office; assistance to visitors by

·       
Providing directions and accurate information
related to UNFPA;

·       
Operation and management of the telephone
switchboard in accordance with appropriate protocol; answering and forwarding
phone calls, screening phone calls.

·       
Daily test of main line in use and report in
case of failure

·       
Manning and Management of the front desk.
Keeping the reception area tidy, maintain and organize reading material

Provides administrative and logistical support, focusing on achievement
of the following results:

·       
Support in managing bookings of the conference
rooms- Booking Meetings.

·       
Support in provision of consumables for meeting
when requested.

·       
Collection and update of UN staff information on
a monthly basis, ensuring all data and information is correct and accurate

·       
Handling of publications as they are delivered
by suppliers and directing them appropriately to IOM

Performing back-stopping Registry functions for receipt and
distribution of mails and updating Registry records:

·       
Dispatch and receipt of both incoming/outgoing mail

·       
Maintenance of files for of official documents
in the Chrono files

·       
Maintenance of courier service contacts who will
at times handle outgoing/incoming mail.

·       
Performs clerical work related to administrative
services such as sorting, filing, photocopying including collection and
delivery of mail or documents;

·       
Opening of new subject files as required and
disposal of old files in accordance with the established retention schedule.

·       
Maintenance of archives, making sure files are
properly stored and accessible; safe keeping of documents.

·       
Establishment and maintenance of records system
of file movements within the office; maintenance of the office circulation and
reading files as well as News Papers.

·       
Preparation of correspondence and reports
related to registry activities.

·       
Under the guidance of supervisor, maintain
operations and registry files duly updated, and transfer non-current electronic
and physical files to the archives;

·       
Register and classify electronic and physical
incoming and outgoing documents and publications by subject, scanning as
necessary, with a view to efficient handling of all documents;

·       
Maintain postage register of all out-going mail

·       
Ensure the regular preparation of pouch and
dispatch of documents to all destinations;

·       
Provide logistical support to preparations of
conferences, workshops and retreats;

·       
Manning the CO reception area including setting
up conference calls, managing incoming and out-going telephone calls and
operating the PABX system

·       
Circulate UNFPA publications to relevant
Government and other recipients

·       
Ensure replenishment and record keeping of
stationery and initiate request for purchase of stationery and other office
upkeep items;

·       
Manage courier systems and where staff do
personal transactions, follow up with Units to ensure reimbursement of the
courier charges

·       
Schedule and maintain minutes for the operations
meetings.

·       
Performs other duties as required by the CO

Qualifications, Skills and Experience:

·       
The ideal candidate for the United Nations
Population Fund (UNFPA) Receptionist job opportunity should have completed
Secondary Level Education

·       
At least two years of experience in a similar
role.

·       
Languages: Fluency in oral and
written English essential. Knowledge of local languages is an asset

Competencies

Values:

·       
Exemplifying integrity

·       
Demonstrating commitment to UNFPA and the UN
system

·       
Embracing diversity in all its forms

·       
Embracing change

Core Competencies:

·       
Achieving Results 

·       
Being Accountable

·       
Developing and Applying Professional
Expertise/Business Acumen

·       
Thinking analytically and Strategically

·       
Working in Teams/Managing Ourselves and our
Relationships

·       
Communicating for Impact

Functional Competencies:

·       
Analyzing

·       
Applying technical expertise

·       
Planning and organizing

·       
Following Instructions and Procedures

·       
Learning and Researching

N.B: There is no application,
processing or other fee at any stage of the application process. UNFPA does not
solicit or screen for information in respect of HIV or AIDS and does not
discriminate on the basis of HIV/AIDS status.

How to Apply:

All interested applicants who wish to join the United
Nations Population Fund (UNFPA) in the aforementioned capacity are encouraged
to click on the link below and follow the application instructions after
reviewing the job details.

Click
Here

Deadline: 8^th March 2020

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