The Ugandan Jobline

Job Title: Front Desk Officer

Organisation: National
Bureau for NGOs

Duty Station: Kampala,
Uganda

Reports to: Administration
and Human Resource Officer

About US:

The National Bureau
for NGOs (NGO Bureau) is a semi-autonomous body under the Ministry of Internal
Affairs established by the NGO Act 2016. The Act mandates it to register,
regulate, coordinate, inspect, monitor and oversee all NGO operations in the
country.

Job Summary: The
Front Desk Officer will be tasked with providing administrative support to the
front desk and reception area.

Key Duties and Responsibilities:  

·       
Receive,
welcome and sit visitors, and draw the attention of the relevant officer:

·       
Receive,
record and summarize incoming applications for interns and job applicants
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:

·       
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 the appointments

·       
In
liaison with cleaners, ensure that the Reception Area is tidy and well-arranged

·       
Ensure
comfortable sitting and waiting for incoming visitors:

·       
Work
hand in hand with the Assistant Administrative Officers in the management of
incoming and outgoing correspondences:

·       
Answer
calls, take electronic messages, direct calls, manage the correspondences book
or register:

·       
Carry
out word processing and formatting directing incoming mail and relevant
information for action points to the Bureau’s officials and/or to the official
email address: xi. Manage the Duty Attendance Book at the reception;

·       
Keep
keys safe and passwords/avoid unauthorized access to lockers at the reception
desk

·       
Report
faults on office equipment used at the Front Desk to the responsible person:

·       
Perform
any other lawful duties as assigned by the supervisor or higher authorities:

·       
Receive
clients and direct them to the responsible officers:

·       
Receive
phone calls and provide appropriate feedback or forwarding for action; xvii.
Maintain a registration book for all clients on appointment

·       
Perform
any other duties that may be assigned from time to time by the Admin and HR
Officer

Qualifications, Skills and Experience:

·       
The applicant
must hold a Bachelor’s Degree in Secretarial studies or equivalent but relevant
degree from a recognized University, or “A” Level with a Diploma in
Front Office Management, or a related field.

·       
Post
graduate qualifications in relevant fields is an added advantage

·       
Advanced
Level qualification in Microsoft Office or a similar set of computer
application packages is an added advantage.

·       
A
minimum experience of at least two (2) years as Receptionist or Front Desk in a
reputable development-oriented institution/ organization involving management
and administration of cross-functional activities

·       
Very
professional and extremely confidential;

·       
Good
command of English both oral and written

·       
Excellent
Interpersonal skills.

·       
Good planning
and organization skills

·       
Good
customer care

·       
Knowledge
of the NGO Regulatory framework

·       
Understanding
of the Bureau’s operations

·       
Result
oriented

·       
Good
people management

·       
Computer
skills

·       
Use of
on-line applications

·       
Good
interpersonal skills

·       
Provides
good reception

·       
Ability
to multitask

·       
Strong
attention to detail;

·       
Ability
to address basic problems

·       
Computer
literate with proficiency in MS Word, Outlook and Excel

·       
Passionate

·       
Exceptionally
high level of honesty and integrity:

·       
Ability
to work with high levels of confidentiality:

·       
Intelligent,
organized, creative and proactive problem solver; and

·       
Ability
to cooperate effectively in a multicultural environment

How to Apply:

All suitably
qualified and interested candidates are invited to submit their application
letters together with the following:

·       
Detailed
and updated curriculum vitae signed and dated by the candidate;

·       
Certified
copies of academic transcripts and certificates:

·       
Copy of
the applicant’s National Identity Card.

·       
Names
and addresses of three (3) referees who should forward their recommendations
directly to the Executive Director. Referees should attest to the candidate’s
academic credentials, managerial skills and integrity.

Sealed applications
should be addressed and delivered to the address. East African Time.
Application letters with accompanying documents can also be emailed to
outlook@ngobureau.com with the subject clearly indicating the position applied
for

The Executive
Director

National Bureau for
NGOs

3rd Floor, Kingdom
Kampala Building

Plot 31 A-35A,
37A-39A, Nile Avenue

P. O. Box 24216,

Kampala, Uganda.

The envelopes should
be clearly marked “APPLICATION FOR THE POSITION OF ….. (Please indicate
the specific position applied for)” on the top right corner.

Deadline: 26^th June 2020 by 1:00pm

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