Administrative Executive / Receptionist Job Careers - Ipsos

Organization: Ipsos
Duty Station: Kampala, Uganda

About US:
Ipsos is a world-leading research company operating in more than 85 countries. It has revenues in excess of £1Bn and employs over 16,000 staff worldwide. Ipsos provides research services and strategic insights to the world’s largest corporations and many public sector organisations. Ipsos is organized in each country of operation across its global business lines and its functions, in a matrix organization that is designed to achieve operational excellence, functional expertise and client satisfaction.

Job Summary: The Administrative Executive / Receptionist will have the unique responsibility of being the first point of contact for a company, and being responsible for leaving a good first impression with all visitors and callers.

Key Duties and Responsibilities:  
1. Resource Allocation:
  • The incumbent will control the company’s shared resources (meeting rooms, laptops, LCD projectors, flash disks etc.) and ensure that they are adequately allocated among employees.
  • In charge of the control of the company stationery supplies.
2. Fleet and transport Management:
  • Ensuring that all company cars are well maintained and serviced in due time.
  • Take all travel requests, assign cars and monitor vehicle usage to curb any misuse.
  • In charge of monitoring vehicle fueling procedures and establishing that the necessary logs are entered correctly and regularly.
  • Ensure that all road licenses and insurance policies for the vehicles are renewed on time.
  • Mentor and supervise the Rider and Driver.
3. Insurance:
  • Ensure that all company property is insured, renewals are done on time and that all insurance claims are followed up and paid.
  • Send monthly updates of the company insurance register whilst ensuring that any new asset is registered and the information is duly forwarded to the insurance broker.
4. General maintenance of the company premises:
  • Sustaining a clean, safe and secure work environment by;
·         Liaising with the caretaker to ensure that any company facilities that require repairs are dealt with promptly
·         Maintaining office equipment/furniture/fixtures, to ensure their serviceability.
  • Being responsible for the maintenance and monthly update of the company asset register.
5. Travel: Coordinate all travel arrangements- both project and non project.
6. Other:
  • Front desk work which includes operating the switchboard answering calls, directing and referring visitors to the respective offices.
  • Ensure that a high level of cleanliness is maintained throughout the reception areas and bathrooms closer to the reception. This will be in conjunction with the cleaning firm.
  • Perform messagerial duties would include ensuring that clients get their reports on time.
  • Make transport booking arrangements for both external and internal clients.
  • Act as the custodian of general company’s assets (i.e. Laptops, LCD Projectors Photocopier e.t.c ).
  • In charge of dispatching company mails, parcels and keeping records of the same.
  • Able to work extended hours on occasions when required.
  • Perform general duties such as performing any other duties as may be assigned to you from time to time.

Qualifications, Skills and Experience: 
  • The ideal candidate for the Ipsos Administrative Executive / Receptionist job opportunity should hold a relevant degree
  • Self-driven, results-oriented with a positive outlook, shows a lot of initiative and has a clear focus on clients, visitors and staff.
  • Be a mature, credible, and comfortable in dealing with clients, visitors and staff.
  • Responsible, reliable, tolerant, hardworking and determined.
  • Ability to prioritize.
  • Well-presented and business-like.
  • Organized, good planner, who is continually able to deliver on deadlines
  • Keen for new experiences, responsibility and accountability.
  • Ability to get on with others and be a team-player.
  • High degree of creativity.
  • Able to work extended hours on occasions when required.

How to Apply: 
All suitably qualified and interested candidates should send their applications and updated CVs detailing experience for the post and include daytime telephone contacts to; Please include “Admin Executive/ Receptionist – Uganda” in the cover letter and email subject header.

NB: Application will not be considered if covering letter is not attached.

Deadline: 6th May, 2016

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