Fresher Admin Jobs – Receptionist at Marie Stopes International (MSI)

Title:    Receptionist
Organisation: Marie Stopes International (MSI)
Kampala, Uganda
Reports to:  Administration Manager
Marie Stopes International (MSI) is a
global organisation providing personalised contraception and safe post-abortion
care services to women and girls. Our local teams of professionals are
passionate about the work they do in communities across 37 countries. The
services we provide give a woman the power to choose when she has children so
that she is free pursue her plans and dreams for herself and her family.
Job Summary:  The Receptionist will provide high quality
cordial receptionist services to  MSIU
main office reflecting on the values and brand and also act as the face of
Marie Stopes.
The incumbent
will be responsible for ensuring efficient running of the front desk, the
appropriate documentation of all deliveries and out-going correspondence,
effective organisation of the meeting room schedule and provision of
administrative and clerical support to the HR Office.
Key Duties and Responsibilities: 
Creating a welcoming and informative front office for external visitors and
Ensure that the reception area is tidy and clean with
information on walls and table
Clear and helpful telephone reception
In charge of management of all mail flow (courier
and post) with all in and out recorded
Warmly receive visitors and ensure they are attended
Organise all external visitor needs; schedules,
bookings, accommodation, arport pick up’s and drop off’s, visa documentation
Place international and official telephone calls on
behalf of staff and ensure that accurate records are kept
Arrange immigration requirements for national and
international staff
Administrative assistance to the HR team:
The incumbent will receive and file CV’s for
advertised positions
Actively facilitate the new employee induction
Schedule interviews and prepare interview packs
When/if required by the fleet manager, maintain and
up-date the movement of staff and vehicles through the Movement Fixture Board
Control inventory relevant to the reception area
Coordination of SO logistics:
Meeting room register set up and maintained on
Support meeting organization at the Kampala office
Actively monitor staff availability at the office
and organise catering
Manage all mobile phone mobile-phone charges and
user accounts
Responsible for cleaniliness of all offices
Support in organising trainings, workshops and
Support the day-to-day efficient operation of the
Qualifications, Skills and
The receptionist should preferably hold professional
qualification or relevant experience
Speak more than one Ugandan language desirable
The applicant must possess a warm and cheerful
Customer service orientation
Professional personal presentation
Prior experience in a busy organisation with staff
based in multiple locations
Working knowledge of or ability to learn and adapt
to organizational policies, systems and procedures
Ability to work with little or no supervision
Be a good team player with good interpersonal and
communication skills
Excellent organizational skills
High degree of integrity and confidentiality
Personal Competencies:
Initiative: Thinking ahead
and taking action to make the most of opportunities by finding the optimum
Innovative: Thinking
creatively and outside of the box so that ideas generated create a positive
Effective Communication: Communicating
through active listening and good questioning techniques, using appropriate
body language, ensuring information is clear and concise.
Responsive: Being
responsive to changing priorities and demands
Working Efficiently: Planning,
prioritising and organising work to ensure work is accurate and deadlines are
Sharing Information: Sharing
information and knowledge whilst maintaining confidentiality
Focus on Learning: Taking
responsibility for keeping knowledge and skills updated and for seeking
opportunities to develop further
Commitment: Awareness and
understanding of goals, vision and values and how your role impacts on this and
going the extra mile to meet role requirements
Driven: Drive and
determination to deliver results
Accountable: Taking
responsibility for appropriate decisions that you make, and the actions and
behaviour you demonstrate
Embracing Change: Openness to
embracing change within the organisation and being able to adjust
plans/activities accordingly
Motivated: Motivation towards
achieving quality results to maximise potential
Receptionist is required to demonstrate MSIU’s core values of:
Accountability of all staff to each other and our
clients and stakeholders
Equality of opportunity and access
Value for money in the management of our resources
to Apply: 
All suitably qualified and interested
candidates are encouraged to send their electronic applications including a
cover letter, updated CV and academic documents via E-mail to:
7th August, 2015

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