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Job Title:   Receptionist (Fresher Diploma Jobs)

Organisation: Catholic Relief Services (CRS)

Duty Station: Kampala, Uganda

Reports to: Senior Administration Officer

About US:

Catholic Relief Services (CRS) is an International non-profit organization whose commitment is to assist the poor and vulnerable overseas set out by the Bishops of the United States. Our Catholic identity is at the heart of our mission and operations. We welcome as a part of our staff and as partners people of all faiths and secular traditions who share our values and our commitment to serving those in need.

Job Summary:  The Receptionist will provide services in the day-to-day delivery of responsive, effective, and efficient administrative activities in support of the Catholic Relief Services’ (CRS) mission to serve the poor and vulnerable. You will provide consistent and high-quality service and contribute to the proper stewardship of resources to help ensure operational effectiveness in support of high-quality programming.

Key Duties and Responsibilities:

• Project Insight – Requisitioner: Handles all Requisitioning services for the CP with specific emphasis on Field offices of Yumbe & Kyangwali Office Requisitions
• Facilitate communication with all units of the organization and external stakeholders as relevant. Send /receive and distribute all incoming and outgoing mail/ faxes/ letters/ documents and operate office switchboard o Management of CP Procurement Bids Email and Retrieving of Bids for bid’s committee’ review o Business Cards processing for staff o Management of CP post box and dispatching of mails
• Ensure phone bills are reconciled, compile summary reports and raise payments requests and follow up on timely payment to vendors o Allocation of phones to staff and maintain a tracking schedule for allocated phones
• Ensure effective management of front desk o CP central focal person and liaison with all visitors and stakeholders including support to the CR for document preparations o Serve as a central point for disseminating interdepartmental communication. Facilitate communication with all departments and external stakeholders as relevant
• Compile data, perform data entry and data verification in relation to general administration processes (e.g., various contact lists, etc.).
• Support travel and logistics arrangements for staff and visitors. Schedule and coordinate appointments where required. Maintain phone inventory and ensure staff and visitors are provided with phones, as required.
• Support the CP Due Diligence Activities for Vendors, prepare and submit a report, Provide logistical and communication support to event planning activities, including coordination of conference room use and ensure relevant information is shared as needed.
• Support implementation of property management processes, such as property receipt and distribution, property labeling, physical counts, etc. support with Hotel & Flight bookings for all staff and guests and ensuring that they are handled within the required standards
• Preparation of petty cash requests and support with management of petty cash box in the absence of the Sr. Admin. Officer

Qualifications, Skills and Experience:

• The applicant should preferably hold a Diploma in Business Administration or Management required.
• Professional diploma/Certificate or courses in Administration preferred.
• At least two years of experience working in an office environment in a clerical or administrative role.
• Experience with a local or international NGO a plus. Additional education may substitute for some experience.
• Experience with typing/word processing, data entry into online databases and forms, and working with various office equipment.
• Experience in MS Office package (Excel, Word, PowerPoint, Visio) and information management systems. Proficient in Word. Personal Skills
• Good time management skills with ability to work on multiple tasks
• Strong customer service orientation with good communication and interpersonal skills
• Proactive, resourceful, solutions oriented and results-oriented
• Culturally sensitive and patient Key

Agency REDI Competencies (for all CRS Staff):

Agency competencies clarify expected behaviors and attitudes for all staff. When demonstrated, they create an engaging workplace, help staff achieve their best, and help CRS achieve agency goals. These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results.

• Personal Accountability – Consistently takes responsibility for one’s own actions.
• Acts with Integrity – Consistently models values aligned with CRS Guiding Principles and mission. Is considered honest.
• Builds and Maintains Trust – Shows consistency between words and actions.
• Collaborates with Others – Works effectively in intercultural and diverse teams.
• Open to Learn – Seeks out experiences that may change perspective or provide an opportunity to learn new things.

Agency Leadership Competencies:

• Lead Change – Continually looks for ways to improve the agency through a culture of agility, openness, and innovation.
• Develops and Recognizes Others – Builds the capacity of staff to reach their full potential and enhance team and agency performance.
• Strategic Mindset – Understands role in translating, communicating, and implementing agency strategy and team priorities.

How to Apply:

All candidates should apply online at the link below.

Click Here

Deadline: 22^nd August 2023 by 5:00pm

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