Entry Level Receptionist/ Administrative Assistant NGO Jobs – GIZ
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: 13th 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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