31 August 2016

Fresher Receptionist / Administrative Assistant Jobs - GIZ

Organization: GIZ
Duty Station: Kampala, Uganda

About US:
GIZ provides customised solutions to complex challenges. We are an experienced service provider and assist the German Government in achieving its objectives in the field of international cooperation. We offer demand-driven, tailor-made and effective services for sustainable development.

Job Summary:  The Receptionist / Administrative Assistant is responsible for:
·         Working closely 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
·         Carrying out reception and secretariat services on a daily basis
·         Managing the project office facilities
·         Managing daily office operations
·         Supporting the organisation of events and meetings

Key Duties and Responsibilities: 
Reception Services:
·         The incumbent 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 organises incoming and outgoing correspondence (e-mails, packages and personally delivered messages)
·         Ensures deputisation for other staff members
·         Ensures visitors are comfortable by offering newspapers, refreshments etc.
Office work and services:
·         The incumbent 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 and when 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
·         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
·         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: The receptionist performs other duties and tasks at the request of management

Qualifications, Skills and Experience: 
·         The ideal candidate should preferably hold a Diploma in Secretarial Studies, Administration or any related field.
·         One to three years of professional administrative experience
·         Good working knowledge of ITC technologies (related software, phone, fax, email, the Internet) and computer applications (e.g. MS Office)
·         Excellent written and oral knowledge of English and Ateso languages. Kumam language of advantage
·         Politeness and helpfulness in dealing with visitors
·         Willingness to up skill as required by the tasks to be performed – corresponding measures are agreed with management

How to Apply:
All suitably qualified and interested candidates should send their motivation letters and Curriculum Vita to the Human Resources Department, GIZ Offices, Plot 23 Nakasero Road, Kampala. Uganda OR via email to recruitment-uganda@giz.de

Deadline: 31st August 2016

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