The Ugandan Jobline

• 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

• 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.

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