The Ugandan Jobline

• Upon receipt of the monthly telephone
  bills, reconcile all phone calls with the daily Telephone logbook.
• Circulate copies of monthly telephone
  bills to respective staff for identification of personal calls, i.e.
  Mobile phones to respective staff, fixed telephones and fax bills to
  respective sub office receptionists.
• Print and circulate to pin users bills for
  identification and ensure they are returned to you within two days.
• Provide an itemized list of telephone
  calls that are unofficial (personal) by employee name, number and amounts
  due.
• Maintain monthly telephone bills by month
  per telephone line and submit for review to your supervisor.
• By use of monthly telephone bill summary
  report template, compile all staff telephone bills distinguishing official
  and personal bills and submit to your supervisor for review.
• Provide monthly analysis of the Telephone
  Software Tracking system and advise your supervisor on general telephone
  expenses.
• Ensure phone bills (both landlines and
  mobile phones) are received and distributed to respective telephone line
  users and all accountabilities done timely; thereafter compile bills for
  payment.
• Prepare monthly telephone bill reports
  that include official and receivable reports for personal use of CRS
  telephone lines.
• Raise payment requests and follow up on
  timely payment of vendors to avoid disconnection of lines.

• Receive, announce and direct visitors to
  staff in the office in a courteous manner. Also, as requested, make
  appointments and take messages. Maintain an updated staff and telephone
  intercom list.
• Maintain an updated
  vendors/partners/collaborating organizations and general office contact
  information.
• Manage internal/external office mail.
  Receive/Record all outgoing and incoming mail to include invoices.
  Distribute mail to respective officers. Also take responsibility for
  receipt/dispatch of sub-office pouches.
• Manage incoming/outgoing pouches to the
  Regional and HQ. Ensure prompt delivery to recipients and payment to
  vendors effected.
• Verify Airway bills from service provider
  and raise payment requests, follow up to ensure payments are effected.
• Work closely with the support services
  team to ensure weekly mail receipt from the post office and deliveries are
  promptly made through courier services.

• Provide secretarial support to senior
  management whenever called upon.
• Manage fax machine use to include; faxing,
  receiving faxes, recording incoming & outgoing faxes, issuing incoming
  faxes to the respective staff, and verifying fax bills.
• Take general staff meeting minutes, and
  circulate to members in a timely manner.
• Coordinate conference room use and
  maintenance of conference room equipment.

• Receive and verify goods purchased against
  LPO or contracts for supply.
• Regularly review vendors delivery note to
  confirm goods and content as stipulated in LPO.
• Note discrepancy and record in
  corresponding document.
• Where necessary liaise with technical
  persons requesting purchase to verify order before receiving goods.
• Upon satisfactory verification of goods
  received, sign for receipts and stamp i.e. delivery note/ document and
  surrender copy to supplier.
• Work closely with the procurement unit for
  storage of goods received.
• Perform other tasks and assignments as and
  when required which are consistent with your level in the organization.

• All suitably qualified and interested
  candidates who so wish to join the CRS USAID Project should in the
  Receptionist capacity should hold a Diploma in Secretarial Studies,
  Business Administration/ Management or equivalent.
• Two or more years’ experience in a similar
  position, preferably with an international NGO or UN Agency.
• Person of high integrity, interpersonal
  and customer care relations.
• Excellent writing, listening and
  communication skills.
• Culturally sensitive and patient.
• Possess the ability to work with minimum
  supervision.
• Ability to manage multiple tasks at a time
  and work effectively with colleagues from different backgrounds.
• The applicant must be a self-starter,
  highly organized, and able to work well with colleagues at all levels in
  the organization.
• Experience with and enthusiasm for on the
  job training.
• Computer literacy skills i.e. working
  knowledge of computer systems and applications (Word, Excel, Outlook, and
  Internet) required.
• All CRS staff should possess the following
  values: Serves with Integrity, Models Stewardship, Cultivates Constructive
  Relationships and Promotes Learning

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