Receptionist/ Administration Assistant – Maternity Cover RELAPU

at Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ)
Location Soroti, Uganda
Date Posted November 29, 2021
Category Customer Service
Management
Job Type Full-time
Currency UGX

Description

JOB DETAILS:
REF NO: GIZ – RELAPU/R/AA-MC/112174
Location: Soroti , - Uganda

Organization details
Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federal enterprise and part of the German Development Cooperation. GIZ-RELAPU is a bilateral project of the Republic of Uganda and the Federal Republic of Germany funded by the German Ministry of Economic Cooperation and Development (BMZ). RELAPU aims to improve access to land as a key precondition for poverty and hunger reduction in rural areas for certain population groups, especially for women and marginalized groups, in Central, Eastern and Northern Uganda.
GIZ-RELAPU received co-funding by the European Union for the implementation of a project component on “Responsible Governance of Investments in Land” (RGIL). The project is currently being implemented in Uganda, Ethiopia and Laos with an objective to foster investments in land that are productive, contribute to sustainable land management, and respect the rights and needs of local populations, vulnerable groups and women. In Uganda, the project is currently operating in different districts in Central, Teso and Lango region
Number of vacancies: 1
Sector: Civil society
Industry: Administration

Knowledge, Skills & Competences
• Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office).
• Very good written and oral knowledge of English and Ateso languages. Kumam language of advantage.
• Politeness and helpfulness in dealing with visitors.
• Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management.

Responsibilities
Key Responsibilities

The Receptionist/ Administration Assistant- Maternity Cover will be in charge of:
Reception
• Liaising 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.
• Performing reception and secretariat services on a daily basis.
Administration
• Manages daily office operations.
• Managing the project office facilities.
• Supporting the organisation of events and meetings.

Specific Tasks
Reception services
• 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 deputization for other staff members.
• Ensures visitors are comfortable by offering newspapers, refreshments etc.
Office work and services
• 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.
• Update’s trainings, consultancy lists and databases as advised by the technical staff.
• Prepares advance and refund calculations for work related trips
• Update’s 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
• Undertakes further job training related to his/her position and duties, if required. Special training programs shall be identified and selected jointly with the Team leader
• Assists in and/or carries out other project activities and other tasks as assigned, e.g. focal point for HIV, gender, security, etc., if required
• Performs other duties and tasks at the request of management

Qualifications
• Diploma in Secretarial Studies, Administration, Accounting, Procurement or any related field.

Details of experience
• At least 1-3 years of professional experience in a comparable position

Applying Instructions

All interested and qualified persons are strongly encouraged to apply by email to

careers@futureoptions.org.

Applications and CVs should be in one document and a maximum of 5 pages only. Please include name and contact of three references in the CVs.
Please quote the position and reference number in the subject line.

Please note: This is a national position. Only the shortlisted candidates will be contacted.

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