Receptionist/Administrative Assistant job at GIZ


GIZ

Receptionist/Administrative Assistant job Post

Location:  Jobs in Uganda 2021 - 2022


Work Hours: Full-time, 08 hours per day

Salary: UGX

No. of vacancies: 01

Deadline: 08 May 2022

Hiring Organization: GIZ

Job Details:

Organization details
The Promotion of Renewable Energy and Energy Efficiency Programme, implemented by GIZ, exists to support the Ugandan Government, through the Ministry of Energy and Mineral Development (MEMD), to promote the use of renewable energy technologies and the adoption of energy-efficient technologies and practices. Programme activities are carried out under different departments referred to as commissions or projects.

Number of vacancies: 1
Sector: Civil society
Industry: Administration

Knowledge, Skills & Competences
• Good working knowledge of ITC technologies (related software, phone, email, the internet) and computer applications (e.g. MS Office).
• Very good written and oral knowledge of English.
• Politeness and helpfulness in dealing with visitors.
• Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management.

Key Responsibilities
The Receptionist/Administrative Assistant will be in charge of;

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

Administration
• Manages daily office operations.
• Managing the project office facilities.
• Supporting the organization of events and meetings.

The Receptionist/Administrative Assistant performs the following tasks:
Specific Tasks
Reception services
• Answers and accepts phone calls and messages and/or forwards them.
• Maintains a call back list of all incoming calls which cannot be taken by the relevant staff member.
• Registers, documents, and organizes incoming and outgoing correspondence (e-mails, packages, and personally delivered messages).
• Deputization for other 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 required

Support to Administrative Experts
• Supports the preparation and organisation of events, meetings, and activities in close collaboration with the staff members of the project (invitation letters, reservations, reimbursement of transport allowance and per diem, etc.).
• Compiles and organises information materials, considering corporate design regulations of and GIZ.
• 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 and audits.
• 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 documents (vouchers, receipts, etc.) to be delivered to the finance manager.

Other Duties/Additional Tasks
• 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 HIV, gender, security, etc., if required
• Performs other duties and tasks at the request of management


Qualifications
Diploma in Secretarial studies, Administration, or any related field
Details of experience
At least 1 to 3 years of professional experience in a comparable position.

Application procedure

All interested and qualified persons are strongly encouraged to apply by email to vacancy@futureoptions.org.  Applications and CVs should be in one document and a maximum of 5 pages only. Please include the name and contact of three references in the CVs, one official reference from your current workplace is a MUST. Please quote the position and reference number in the subject line. Applications should be received by 5.00 pm on the 8th May 2022. Please note: This is a national position. Only the shortlisted candidates will be contacted
Application deadline: 2022-05-08

Date Posted: 2022-04-25

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