Job Title: Receptionist (Fresher NGO Jobs)
Organisation: African Initiatives for Relief and Development (AIRD)
Duty Station: Kampala, Uganda
About Organisation:
The African Initiatives for Relief and Development (AIRD) is a non-political, non-religious and non-profit making NGO with Country Program Offices in Burkina Faso, Burundi, Cameroon, Central African Republic, Chad, Democratic Republic of Congo, Ethiopia, Niger, Republic of Congo, South Sudan, Tanzania, and Uganda. AIRD’s objective is to offer operational support, including but not limited to supply chain, logistics, construction, infrastructure, environment, livelihoods and WASH in partnership with relief and development organizations that focus on disaster-affected and development-oriented areas. AIRD delivers for and through partners including but not limited to UN Agencies, international and national donor organizations and governments
Job Summary: The Receptionist will manage AIRD Head Office front desk and perform a variety of administrative and clerical tasks. The Receptionist will be the first point of contact for the organisation.
This position requires solid communication skills both in person and over the phone, with the ability to be resourceful and proactive when issues arise. Ultimately, the Receptionist’s role is to offer administrative support across the organization and ensure the smooth running of the daily operations of the office
Key Duties and Responsibilities:
Act as the first point of contact for the Office
- Provide a warm and professional welcome to all visitors, ensuring they feel comfortable and direct them to the appropriate person, office or area
- Answer, screen and forward incoming telephone calls professionally and promptly
- Respond to general enquiries about the organization via phone, email or in-person
- Ensure the reception area is tidy, presentable with necessary supplies and open to visitors during official working hours
- Maintain visitors log and security at the front desk by monitoring visitors’ activities
General Clerical and Administrative tasks
- Perform basic administrative tasks such as filing, photocopying, scanning, and organizing documents
- Coordinate meeting room bookings and prepare meeting spaces
- Schedule and confirm appointments
- Receive, sort and distribute incoming mail, packages and deliveries
- Prepare and send outgoing mail and courier packages
- Assist with the onboarding of new employees by providing access cards and front-desk orientation
- Maintain an updated list of staff contacts with correct/current telephone numbers.
- Coordinate repairs and maintenance of office equipment; and follow up on service schedules for office equipment.
- Support the procurement process by preparing documents including comparative analysis, Local Purchase Orders (LPO) and GRN for items received ensuring that invoices are submitted to finance for timely payment.
- Manage the stores by ensuring items are well arranged and properly stored, update stock cards and issue items based on approved stores requisition.
- Quarterly update the assets register ensuring that all assets are labelled and reconciled with physical inventory
- Support the management of petty cash and tracking of expenses and reporting
Perform other duties that may be assigned.
Qualifications, Skills and Experience:
- Excellent verbal and written communication skills
- Strong interpersonal skills and customer service skills
- Proficient in Microsoft office suite
- Multitasking and time management skills with ability to prioritize tasks
- Problem-solving and critical thinking
- Solid organizational skills
- Professional attitude and appearance
Education and Experience
- Minimum qualification of a Degree in Business Administration, Secretarial Studies, Office Administration or equivalent field
- A minimum of 2 years’ working experience as Receptionist or Front Office Representative preferred
- Basic understanding of administrative and clerical procedures and systems
- Experience handling office security protocol
How to Apply:
All candidates should apply online at the link below.
Deadline: 10th June 2025
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