Organization: Catholic
Relief Services (CRS)
Funding Source: U.S. Agency
for International Development (USAID)
Project Name: Sustainable
Outcomes for Children and Youth in Central and Western Uganda
Duty Station: Kampala,
Uganda
Reports to: Administration
Officer
Catholic Relief Services (CRS) is an International non-profit
organization whose commitment is to assist the poor and vulnerable overseas set
out by the Bishops of the United States. Our Catholic identity is at the heart
of our mission and operations. We welcome as a part of our staff and as
partners people of all faiths and secular traditions who share our values and
our commitment to serving those in need.
CRS will be implementing a “Sustainable Outcomes for Children and
Youth in Central and Western Uganda” project over the next five years. The
Project will improve the health, nutrition, education and psychosocial
wellbeing of vulnerable populations, as well as reduce abuse, exploitation and
neglect to a minimum of 625,000 children and 101,500 households in 17 districts
in central and western Uganda. The consortium partners include Action for
Community Development (ACODEV), African Network for Prevention and Protection
against Child Abuse and Neglect (ANPPCAN), TPO Uganda, and Futures Group. There
will be three project offices: Kampala, Kasese, and Mbarara. Approximately, 30
staff will support this project of $38.5 million through USAID funding.
Job Summary: The
Receptionist will conduct a variety of administration tasks associated with
Kampala Office reception which include the operation of the telephone
switchboard, telephone records and billing, goods receipt, and receiving
visitors.
Key Duties and
Responsibilities:
1. Switchboard Handling: Operate the Office switchboard to
include: receiving incoming calls, placing official outgoing calls, maintaining
updated directories, maintaining complete telephone logs for all outgoing calls,
and reconciling telephone bills within one week of receipt.
- Upon receipt of the monthly telephone
bills, reconcile all phone calls with the daily Telephone logbook. - Circulate copies of monthly telephone
bills to respective staff for identification of personal calls, i.e.
Mobile phones to respective staff, fixed telephones and fax bills to
respective sub office receptionists. - Print and circulate to pin users bills for
identification and ensure they are returned to you within two days. - Provide an itemized list of telephone
calls that are unofficial (personal) by employee name, number and amounts
due. - Maintain monthly telephone bills by month
per telephone line and submit for review to your supervisor. - By use of monthly telephone bill summary
report template, compile all staff telephone bills distinguishing official
and personal bills and submit to your supervisor for review. - Provide monthly analysis of the Telephone
Software Tracking system and advise your supervisor on general telephone
expenses. - Ensure phone bills (both landlines and
mobile phones) are received and distributed to respective telephone line
users and all accountabilities done timely; thereafter compile bills for
payment. - Prepare monthly telephone bill reports
that include official and receivable reports for personal use of CRS
telephone lines. - Raise payment requests and follow up on
timely payment of vendors to avoid disconnection of lines.
3. Front Desk Management:
- Receive, announce and direct visitors to
staff in the office in a courteous manner. Also, as requested, make
appointments and take messages. Maintain an updated staff and telephone
intercom list. - Maintain an updated
vendors/partners/collaborating organizations and general office contact
information. - Manage internal/external office mail.
Receive/Record all outgoing and incoming mail to include invoices.
Distribute mail to respective officers. Also take responsibility for
receipt/dispatch of sub-office pouches. - Manage incoming/outgoing pouches to the
Regional and HQ. Ensure prompt delivery to recipients and payment to
vendors effected. - Verify Airway bills from service provider
and raise payment requests, follow up to ensure payments are effected. - Work closely with the support services
team to ensure weekly mail receipt from the post office and deliveries are
promptly made through courier services.
- Provide secretarial support to senior
management whenever called upon. - Manage fax machine use to include; faxing,
receiving faxes, recording incoming & outgoing faxes, issuing incoming
faxes to the respective staff, and verifying fax bills. - Take general staff meeting minutes, and
circulate to members in a timely manner. - Coordinate conference room use and
maintenance of conference room equipment.
- Receive and verify goods purchased against
LPO or contracts for supply. - Regularly review vendors delivery note to
confirm goods and content as stipulated in LPO. - Note discrepancy and record in
corresponding document. - Where necessary liaise with technical
persons requesting purchase to verify order before receiving goods. - Upon satisfactory verification of goods
received, sign for receipts and stamp i.e. delivery note/ document and
surrender copy to supplier. - Work closely with the procurement unit for
storage of goods received. - Perform other tasks and assignments as and
when required which are consistent with your level in the organization.
Qualifications, Skills and
Experience:
- All suitably qualified and interested
candidates who so wish to join the CRS USAID Project should in the
Receptionist capacity should hold a Diploma in Secretarial Studies,
Business Administration/ Management or equivalent. - Two or more years’ experience in a similar
position, preferably with an international NGO or UN Agency. - Person of high integrity, interpersonal
and customer care relations. - Excellent writing, listening and
communication skills. - Culturally sensitive and patient.
- Possess the ability to work with minimum
supervision. - Ability to manage multiple tasks at a time
and work effectively with colleagues from different backgrounds. - The applicant must be a self-starter,
highly organized, and able to work well with colleagues at all levels in
the organization. - Experience with and enthusiasm for on the
job training. - Computer literacy skills i.e. working
knowledge of computer systems and applications (Word, Excel, Outlook, and
Internet) required. - All CRS staff should possess the following
values: Serves with Integrity, Models Stewardship, Cultivates Constructive
Relationships and Promotes Learning
All applicants who so wish to join the USAID project should send a
cover letter, updated CV and three work references (names and contact
information only) to ReliefUgJobs@gmail.com
NB: Only selected
candidates that meet the requirements will be contacted.
Deadline: Wednesday, 6th
May, 2015.
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