The Ugandan Jobline

Job Title:    Receptionist

Organization: ActionAid

Duty Station: Kampala, Uganda

Reports to: HR/Administration Officer

About US:

ActionAid is an international Development Agency working in over 50 countries in Africa, Asia, Latin America and the Caribbean. ActionAid Uganda’s mission is to achieve social Justice, gender equality, and poverty eradication by working with people living in extreme poverty and exclusion, their communities, people’s organizations, activists, social movements and their supporters.

Job Summary: The Receptionist will be responsible for the daily operation of the front desk, administrative support, inquiry handling, guest relations and perform clerical functions of the front desk and effectively implement administrative policies of AAU.

Key Duties and Responsibilities:

Professional and effective reception services          

• Receive and respond to all AAU visitors’ inquiries, phone calls and correspondence.
• Keeps the front desk attended to at all times.
• Receives in-coming calls and transfer to individual offices in line with user requests and office procedures.
• Liaises with Human Resource and Administration Officer for updated information about AAU in line with requests from relevant stakeholders (staff and/ or visitors).
• Attends graciously to visitors in line with their requests by directing them to the respective officers and answering their queries.
• Ensures speedy response to telephone and message services.
• Reports faults on telephones/fax machine to be repaired.
• Receives external correspondences, distributes and accounts for all incoming and outgoing correspondences as applicable
• Carries out filing of documents in the Unit for safety and easy accessibility in line with best practices.
• Contributes to the quarterly update from Administration which is shared by the Finance and Operations Manager at a CMT meeting.
• Supports in the placement of adverts in the media for various services and makes follow-up to ensure that the LPO’s are signed for the adverts and the adverts appear on the preferred day.

Provision of information

• Provide information on AAU’s services to Visitors and inquirers either by telephone or electronically
• Maintains a steady supply of AAU’s information pack for all Programme areas for distribution to AAU visitors as and when required.
• Responds to requests for information in consultation with appropriate persons in the directorates.
• Orders for front desk materials and ensure continuous supply of resources
• Provides prompt, polite and helpful responses to telephone and walk in inquirers

Provision of logistical support

• Support in provision of logistical support to staff and AAU’s visitors line with approved travel plans, AAU Policies and Procedures.
• Supports in making accommodation reservations for international visitors.
• Supports in making reservations for international travels for staff
• Prepares visa applications for staff travelling to various destinations.
• Drafts application letters for work permits for Expatriates.
• Drafts contracts for residential workshops with the hotel owner and ensure they are signed by HR/Administration Officer

Provision of customer service   

• Provide Customer service and support the Human Resource and Administration Officer with communication roles.
• Receives and attends to AAU’s visitor queries in a courteous manner.
• Draft memos, letters, written agreements and other documents in according to instructions from the HR/Administration Officer
• Follows up on letters and documents to and from the HR/Administration Officer’s office that requires feedback and action
• Prepares a yearly calendar of major activities, periodically update and follow up activity dates

Administrative support to staff

• Respond to staff administration needs
• Makes telephone contacts with suppliers as may be instructed by the HR and Administration Officer
• Makes contacts with job applicants to supply required information or give necessary instructions
• Helps departments and units to requisition for and deliver to them stationery and other like supplies from the store
• Processes and arranges the delivery of tender documents to suppliers

Qualifications, Skills and Experience:

• The ideal candidate must hold a Diploma/Degree in Business Administration, Secretarial studies, Office Management, Procurement and Logistics.
• At least three years of relevant work experience in a reputable organisation.
• Analytical and problem-solving skills.
• Communication skills.
• Skills in administration and procurement
• Customer care skills.
• Ability to establish critical working relationships
• Ability to promote and safeguard AAU policies
• Transformative feminist leadership skills
• Ability to conduct power analysis

How to Apply:

All suitably qualified and interested candidates shall submit their applications (Cover letter, CV, and certified academic documents) STRICTLY only by email to Vacancies.Uganda@actionaid.org

Deadline: 12^th June 2022

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