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Oxfam
Receptionist
Kampala, Uganda
Closing: May 12, 2024
7 days remainingPublished: May 3, 2024 (3 days ago)
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Job Summary
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The Receptionist position operates within the Human Resource and Administration Unit (HRAU) responsible for the delivery of a full range of HR and Administrative functions in line with the Country Program’s strategic goals. The main duty of this role is to facilitate effective and efficient administrative and front desk support to the country program, ensuring smooth operations and professional conduct. The HRAU consists of 6 direct colleagues, 1 Human Resource Business Partner, 1 Human Resource Coordinator, 1 Human Resource Officer, 1 Administration Officer, 2 Office Assistants.
Requirements
- You have at least two (2) years of experience in a similar administrative/operational role.
- You hold a Bachelor’s degree in a relevant field such as Office Management, Secretarial Studies, Business Management or any related discipline.
- You have strong organization and problem solving skills, you are able to maintain and keep track of tasks, and you know how to prioritize work.
- You are confident in your tasks and can carry them forward to the team for the purpose of improvement. Additionally, you recognize yourself in the following description: Customer and results orientation, Planning and organization skills, Computer literacy, and are conversant with Ms Word and Excel packages.
- You have effective oral and written communication skills.
- You have a pleasant and courteous personality, possess initiative and are able to work with minimum supervision.
Responsibilities
The Receptionist position operates within the Human Resource and Administration Unit (HRAU) responsible for the delivery of a full range of HR and Administrative functions in line with the Country Program’s strategic goals. The main duty of this role is to facilitate effective and efficient administrative and front desk support to the country program, ensuring smooth operations and professional conduct. The HRAU consists of 6 direct colleagues, 1 Human Resource Business Partner, 1 Human Resource Coordinator, 1 Human Resource Officer, 1 Administration Officer, 2 Office Assistants.
Requirements
- You have at least two (2) years of experience in a similar administrative/operational role.
- You hold a Bachelor’s degree in a relevant field such as Office Management, Secretarial Studies, Business Management or any related discipline.
- You have strong organization and problem solving skills, you are able to maintain and keep track of tasks, and you know how to prioritize work.
- You are confident in your tasks and can carry them forward to the team for the purpose of improvement. Additionally, you recognize yourself in the following description: Customer and results orientation, Planning and organization skills, Computer literacy, and are conversant with Ms Word and Excel packages.
- You have effective oral and written communication skills.
- You have a pleasant and courteous personality, possess initiative and are able to work with minimum supervision.
Reception and Telephone communication
- Receives and attends to visitors and internal staff in an efficient, courteous, and professional manner.
- Handles incoming calls promptly and courteously and directs them to the respective recipients.
- Records all incoming messages for staff when they are absent and ensures these are distributed and followed up appropriately within the office.
- Ensures the reception is clean, tidy and presentable at all times.
- Receive, register, sort and distribute daily mail/deliveries/documents.
- Organises the notice boards at the reception area and outside the entrance to the office, regularly displaying important and useful information for the attention of staff members and visitors.
- Maintains contacts of all staff of Oxfam in the country program and relevant staff at HQ, partners, stakeholders, and visitors.
General Office Support
- Provide administrative support during the recruitment process. This includes such tasks as following up on confirmation of attendance with candidates, preparing interview venues, administering forms, booking medical examinations for new staff, and welcoming candidates and new staff.
- Provides cover, on prior arrangements, for other office support during their official absence, in particular on secretarial tasks.
- Support in preparation, addressing and delivering letters of the program to respective offices whenever required.
- In conjunction with administration, support arrangements for timely flight and accommodation bookings.
- Support in preparation of all travel-related invoices and supporting documentation for payment.
- Keep inventory of all office supplies and place orders for replenishment whenever needed.
- Process utility bills and forward them to finance for payment.
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