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Position Title:Receptionist
Duty Station: Kampala, Uganda
Organization: Innovations for Poverty Action (IPA)
Employment Type:Full Time Permanent
Application Deadline:31st January, 2015
About IPA:
Innovations for Poverty Action (IPA), is an international non-profit
research organization. Based in New
Haven, CT, with offices in Washington, D.C.
and worldwide, IPA works with development partners and academic researchers to
create and evaluate approaches to solving development problems, to communicate
“what works” in development and to scale up successful projects in a variety of
fields, including health, education, microfinance, governance and agriculture.
Job Summary:
The Receptionist will support the
management of day-to-day office operations related to front desk management,
petty cash management, hotel and travel reservations, and general office
support.
Key Duties and Responsibilities:
1. Front Desk Management:
·
Receive, announce and direct
visitors to staff in the office in a courteous manner. Also, as requested, make
appointments and take messages. Maintain record of visitors & staff travel
information on Google drive.
·
Maintain an updated staff and
telephone list liaising with HROM as appropriate for staff updates. Regularly
update and post on box.
·
Maintain an updated
vendors/partners/collaborating organizations and general office contact
information.
·
Actively coordinate conference
room use and maintenance of conference room equipment’s.
·
Perform data entry tasks upon
request.
·
Responsible for managing the
printer/copier machines and coordinating with service vendors.
·
Provide timely
secretarial/administrative support to the Country Director and Deputy Country
Director.
·
Orient new staff to front desk
operations.
·
Issue to all newly recruited
staffs and visitors emergency cards, modems and mobile phones as may be
applicable.
·
Emergency Contact information.
Issue emergency contact cards staffs and visitors and maintain contact
information on google drive.
·
Office Keys: Issue and maintain a
record of office keys distributed to staffs. Ensure that any losses are
accounted for and compensations made by respective staffs/projects.
·
Staff Identity Card printing,
issuance and renewals.
·
Work closely with the HROM to
obtain ID numbers from the replicon for new long term staffs.
·
Liaise with RA’s/FM’s for short
term contractor staffs
2. Manage Petty Cash:
Ensure all petty cash
transactions are handled as per IPAU procurement guidelines and that they are
approved and recorded.
Ensure timely reconciliation and
replenishment of petty cash at hand.
3. Staff Functions and Meeting Arrangements:
·
General staff meetings: Take
minutes and circulate within two days of preparing. Send email reminders to
staff regarding planned meeting schedules.
·
Oversee Office Assistants
arrangement of meeting /training venues. Ensure necessary equipment’s,
refreshments and any other required services are provided as appropriate.
·
Technically support in organizing
staff functions such as end of year celebrations, luncheons or dinners for IPAU
guests.
4. Office Stationary:
Maintain inventory of office
supplies, stationary requirements and accountability.
Raise monthly purchase
requisition for office supplies and stationary replenishments. And follow up
with the Administrative Assistant prompt replenishments.
5. Organization Support:
·
Organize accommodation, transport
and local communication for visitors in country. Render all logical support
upon request.
·
Ensure to retrieve IPAU
equipment’s and assets temporary assigned to visitors that includes mobile
phone and modem.
·
Make hotel bookings and
reservations promptly as instructed.
·
Inform transport vendors to
arrange for timely airport or other transfers.
·
Ensure staff Identity Cards and
for contractors are timely printed and distributed to staff.
·
Ensure consistent filling of
documents/records by hard and electronic files as appropriate.
·
Perform any other tasks as
assigned by supervisor.
Qualifications, Skills and Experience:
·
The applicant should preferably
hold a Bachelor’s degree in Administration, Social Sciences, Business
Management or equivalent.
·
A minimum of three or more years’
experience in a similar position, preferably with an International organization
·
Good knowledge and understanding
of HR and Finance related work.
·
Past exposure and
experience/knowledge of USAID policies and procedures preferred.
·
Possess the ability to work
independently and to carry out assignments to completion within parameters of
instructions given, prescribed, routines, and standard accepted practices.
·
Ability to work under pressure,
meet deadlines and set priorities, while maintaining a positive attitude and
providing exemplary customer service
·
Computer literacy skills i.e.
proficient in the use of Microsoft Office Word and Excel.
·
Ability to plan and take actions
in order to ensure timely and efficient service delivery.
·
Excellent communication and
interpersonal skills.
·
Ability to lead and to maintain
effective working relationships in a multicultural environment with sensitivity
and respect for diversity. Ability to interact effectively with internal and
external counterparts at various levels.
·
Ability to apply creative
thinking to practical problem solving with an aim of improving service
delivery.
·
The person must be able to work
with minimum supervision.
Mode of application:
All candidates are strongly encouraged to send their applications can be
submitted via email to jobs-uganda@poverty-action.org with the subject line
“Receptionist”
Please attach the following documents:
Cover letter explaining interest
in the position and fit for the role
Updated CV/Resume
Salary Expectations
NB: Only shortlisted candidates will be contacted by email for interviews.
Deadline: 31st January, 2015
