The Ugandan Jobline

Job Title:            Receptionist/ Administrative
Assistant

Organization:  GIZ

Duty Station:   Uganda

Reports to:      Administration
Officer

About US:

The Deutsche Gesellschaft für Internationale Zusammenarbeit
(GIZ) GmbH or GIZ in short is a German development agency headquartered in Bonn
and Eschborn that provides services in the field of international development
cooperation. GIZ mainly implements technical cooperation projects of the
Federal Ministry for Economic Cooperation and Development (BMZ), its main
commissioning party, although it also works with the private sector and other
national and supranational government organizations (but usually not with
non-governmental organizations) on a public benefit basis.

About Project:

GIZ-RELAPU is a bilateral project of the Republic of Uganda
and tire Federal Republic of Germany funded by the German Ministry of Economic Cooperation
and Development (BMZ). RELAPU aims “to improve access to land as a key
precondition for poverty and hunger reduction in rural areas for certain
population groups, especially for women and marginalized groups, in Central and
North-Eastern Uganda.

Key Duties and Responsibilities:  

Reception:

·       
Liaising with customers in a service-oriented
manner on behalf oi the office by providing professional phone services,
personally welcoming visitors and maintaining a high standard in the reception
area.

·       
Performing reception and secretariat services on
a daily basis.

·       
Administration:

·       
Manages daily office operations

·       
Managing fire project office facilities

·       
Supporting the organisation of events and
meetings

Reception services

·       
Answers and accepts phone calls and messages and
forwards them

·       
Maintains a call back list of all incoming calls
which cannot be taken by the relevant staff member

·       
Registers, documents and organises incoming and
outgoing correspondence (e-mails, packages and personally delivered messages)

·       
Ensures deputisation lorother staff members

·       
Ensures visitors are comfortable by offering
newspapers, refreshments etc.

Office work and services

·       
Ensures creation and / or regular updating of a
list of contacts and addresses (telephone, e-mail)

·       
Sorts and distributes incoming correspondence
(e-mail, fax, other official documents)

·       
Makes photocopies and scans documents if and
when required,

Support to Administrative Experts

·       
Supports the preparation and organisation of
events, meetings and activities in close collaboration with the stall members
of the project (invitation letters, reservations, reimbursement of transport
allowance and perdiem, etc.)

·       
Complies and organises information materials

·       
Labels files according to GIZ filing system

·       
Fills lists and tables according to the specific
instructions of the administrative expert

·       
Assists in preparing inventory lists

·       
Maintains record of service requests

·       
Prepares invoices! receipts ready for stamping
and have them signed by the responsible people

·       
Assists in the preparations for internal control

·       
Updates trainings, consultancy lists and
databases as advised by the technical staff

·       
Prepares advance and refund calculations for
work related trips

·       
Updates business cards to the contact list

·       
Regularly updates the fuel consumption of all
project vehicles

·       
Checks the logbooks of all project vehicles

·       
Maintains the project office stock

·       
Assures facility management of the project
office and initiates in accordance with management repairs, maintenance, etc.

·       
Prepares financial document (vouchers, receipts,
etc.) to be delivered to the finance Manager

Other duties/additional tasks

·       
Performs other duties and tasks at tie request
of management

·       
Undertakes further job training related to
his/her position and duties, if required. Special training programs shall be
identified and selected jointly with the Team leader.

·       
Assists in and/or carries out other project
activities and other tasks as assigned, e.g. focal point for Hill, gender, security,
etc., if required.

Qualifications, Skills and Experience:

·       
The applicant must hold a Diploma in secretarial
studies, administration, accounting, procurement or any related field

·       
One to three years of professional experience in
a comparable position

·       
Good working knowledge of IIC technologies
(related software, phone, fax, email, the internet) and computer applications
(e.g. MS Office)

·       
Very good written and oral knowledge of English
and Ateso languages. Kumam language of advantage

·       
Politeness and helpfulness in dealing with
visitors

·       
Willingness to upskill as required by the tasks
to be performed » corresponding measures are agreed with management

How to Apply:

All interested and qualified persons are strongly encouraged
to apply by submitting their application and CV along with the names of three
professional referees to The Director, Future Options Consulting Ltd, by email:
hr@futureoptionsug.com; quoting the position you are applying for and the
reference N0. as the subject.

Deadline: 13^th
January 2020 by 5.00pm

Please note: This is a national position. Application and CV
should be in one document and a maximum of 4 pages only. No other attachments
are required at this stage.

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