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Job Title:  Receptionist (2 No Experience Jobs)  

Organisation: Dei BioPharma Ltd

Duty Station: Matugga, Wakiso, Uganda

About the Company:

Dei BioPharma Ltd is a biotech and pharmaceutical research firm duly incorporated in Uganda, specializing in the development and manufacture of innovative medicines and vaccines. Our state-of-the-art manufacturing facility, situated in Matugga, Wakiso district, Uganda, shall produce high-quality medicines across a wide range of therapeutic areas.

Job Summary: The Receptionist plays a vital role in providing exceptional customer service while supporting the factory’s day-to-day administrative operations. This position serves as the first point of contact for visitors, clients, vendors, and employees. The ideal candidate will possess excellent communication skills, a professional demeanor, and an ability to multitask in a fast-paced industrial environment.

Key Duties and Responsibilities:

• Greet and welcome visitors, clients, suppliers, and other guests as they arrive at the factory.
• Direct visitors to the appropriate departments or individuals.
• Ensure all visitors sign in and follow security protocols.
• Answer phone calls, route them to the appropriate staff, and take accurate messages when necessary.
• Maintain a clean and welcoming reception area.
• Assist with various administrative tasks, such as filing, data entry, and document preparation.
• Manage and organize incoming and outgoing mail and deliveries.
• Coordinate scheduling for meetings, appointments, and conference rooms.
• Prepare and maintain office supplies inventory; order new materials when needed.
• Assist in organizing travel arrangements or logistics for staff when required.
• Provide accurate information to clients, customers, and other stakeholders about the company’s services and operations.
• Handle inquiries related to wheat production, distribution, or product specifications in a knowledgeable manner or escalate them to appropriate departments.
• Maintain confidentiality and professionalism when dealing with sensitive company information.
• Help maintain records of incoming and outgoing shipments, invoices, and delivery logs.
• Assist with maintaining personnel records and factory documentation.
• Ensure accurate data entry for inventory, production schedules, or safety reports as required.
• Monitor and report any health and safety issues to the relevant personnel, ensuring adherence to factory safety protocols.
• Ensure that guests and contractors are briefed on safety procedures before entering the factory floor or other hazardous areas.
• Communicate effectively with other departments, such as logistics, production, HR, and finance, to ensure smooth operations.
• Support the factory’s management team with special projects and administrative tasks as needed.

Qualifications, Skills and Experience:

Education:

• Diploma is required; a degree in business administration or a related field is a plus.

Experience:

• Previous experience in a receptionist, office administration, or customer service role preferred, ideally in an industrial or manufacturing environment.
• Experience with basic office software (e.g., Microsoft Office) and familiarity with ERP or factory management systems is a plus.

Job knowledge:

• Basic understanding of the wheat milling process, including grain storage, processing, and packaging, to better communicate with staff and external partners.
• Awareness of the various roles within the factory and the supply chain, including production schedules and inventory management.
• Knowledge of standard office practices, telephone etiquette, and professional communication skills.
• Familiarity with factory-specific visitor protocols, including safety and security measures.
• General knowledge of workplace health and safety regulations, especially in a factory setting.
• Awareness of emergency procedures and the ability to act quickly in case of incidents or accidents.
• Proficiency with office software (Microsoft Office Suite, email systems, etc.).
• Experience with factory management or inventory tracking systems is a plus (e.g., ERP systems or logistics software).
• Strong customer service knowledge, with an emphasis on providing timely, accurate, and courteous service to clients, suppliers, and employees.
• Problem-solving skills to manage customer inquiries or complaints effectively.
• Evaluations: (This may be tested)
• Language: English level IV (Advanced knowledge)
• Reading/Writing/Speaking is required.

Skills and abilities:

• Excellent verbal and written communication skills, with the ability to clearly convey information to a wide range of individuals, including factory staff, vendors, and visitors.
• Ability to communicate effectively in a noisy or industrial environment, where background sounds may be present.
• Ability to manage multiple tasks simultaneously, prioritize effectively, and remain organized in a fast-paced, dynamic environment.
• Attention to detail to ensure accurate handling of documentation, scheduling, and communications.
• Professional demeanor with the ability to interact with people at all levels of the organization.
• Ability to remain calm and composed in high-pressure situations or when handling upset visitors or customers.
• Strong problem-solving skills to resolve scheduling conflicts, customer complaints, or logistical challenges.
• Ability to handle unexpected situations and provide solutions to unforeseen challenges.
• Comfortable with office equipment such as phones, fax machines, and copiers.
• Competent in using basic office software (e.g., Microsoft Office, Excel, Word) and may require learning specialized systems used in the factory.
• Ability to adapt to changing needs within a production environment.
• Willingness to learn about the factory’s processes, equipment, and products to improve efficiency and communication.

How to Apply:

All interested candidates who meet the required qualifications and experience are invited to submit their CVs, Cover Letter & Academic documents (addressed to the Head Human Capital)

All Application documents should be merged as one document in PDF or .DOC / .DOCX, which should not exceed 10MB

Applications should be sent by email to recruitment@deibiopharma.com with the JOB TITLE IN THE SUBJECT LINE.

Deadline: 16th November 2024 by 5:00PM

NB: Should you not hear from us within fourteen (14) days from the closing date of this advertisement, you may consider your application to be unsuccessful.

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