Front Desk Officer NGO Jobs - EngenderHealth

Job Title:     Front Desk Officer
Organisation: EngenderHealth
Project Name: Fistula Care Plus-Uganda
Duty Station: Kampala, Uganda
Reports to: Senior Finance and Operations Officer

About US:
EngenderHealth is a leading global women’s health organization committed to ensuring that every pregnancy is planned, every child is wanted, and every mother has the best chance at survival. In 20 countries around the world, we train health care professionals and partner with governments and communities to make high-quality family planning and sexual and reproductive health services available—today and for generations to come.

Job Summary: The Front Desk Officer will be in charge of the front office desk/reception and manage both external and internal communications while aware of promoting the image of the organization at all times. He/she will provide support to the procurement function at the country office. He/she will directly report to the Senior Finance and Operations Officer.

Key Duties and Responsibilities:  
  • Manage the front office desk/reception, including attending to the telephones, guest relations and communications.
  • Support office administration to include general office management, ensuring proper functioning of all office support systems i.e. photocopier, fax machine, telephone, generator etc.
  • Coordinate and facilitate information flow and follow up with programs, administration and finance for logistics mainly to do with hotel & flight bookings, airport transportation for CO visitors and consultants’ logistics.
  • Prepare and dispatch communication, materials to respective stakeholders, institutions and organizations.
  • Support collation of travel plans on a monthly basis from all staff and support accordingly.
  • Provide support to program workshops and events and liaise with staff and admin department and ensure that all the logistics such as venue, invitation, funds, transport etc are prepared efficiently . Book accommodation for program staff where required
  • Support the program team in implementation of activities which may include communication to stakeholders and participants; arrange training /supervision materials; schedule/confirm  meetings etc
  • Support the Finance department in preparation of payment vouchers as and when delegated by the Senior Finance and Operations Officer.
  • Manage petty cash for the Country Office.
  • Support procurement at the country office ensuring compliance to the organization’s SOPs and donor regulations, including timely procurements and payments to service providers. Also to take charge of collation of procurement plans from program staff on a monthly basis to inform planning.
  • Support branding for both the office and staff, ensuring compliance to existing SOPs.
  • Monitor performance of the security personnel deployed at the premises, and regularly patrol the compound, fences, recording and reporting any unusual event noticed.
  • Review and analyze vehicle log sheets for hire vehicles and fuel analysis for project vehicles to ensure the right amount is paid to the vendors.
  • Supervise Office Drivers and the Office Assistant in performing their duties as to keep both office premises and vehicles clean, tidy and conducive to working.
  • Ensure that all project assets and equipment are engraved and updated in asset register.
  • Perform any other responsibilities assigned by the supervisor

Qualifications, Skills and Experience:
  • The Front Desk Officer should preferably hold a Bachelor’s degree in office management, communications, public relations or related field
  • Three to four years’ experience preferably in a not for profit environment.
  • Demonstrated ability to work independently
  • Well conversant with the Microsoft office suite.
  • Written and spoken fluency in English.
  • Excellent interpersonal and communication skills.
  • Good personality and ability to handle multiple tasks.

How to Apply:
All interested job applicants should visit our website’s career page at the web link below to submit your details online.

Deadline: 6th April 2018

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