Fresher Receptionist/ Administrative Assistant Career Jobs - GIZ

Duty Station: Kampala, Uganda

Reports to: Administrative Manager

GIZ

provides customised solutions to complex challenges. We are an experienced

service provider and assist the German Government in achieving its objectives

in the field of international cooperation. We offer demand-driven, tailor-made

and effective services for sustainable development. On behalf of German

Development Cooperation, the GIZ Reform of the Urban Water and Sanitation

Sector Programme (RUWASS) supports the Ministry of Water and Environment (MWE)

and other public actors in their efforts towards an improved and more equitable

access to sustainable water supply and sanitation as well as improved water

resources management in Uganda.

Job Summary: The Receptionist/

Administrative Assistant will be responsible for working closely with customers

in a service-oriented manner on behalf of the office by providing a

professional phone service, personally welcoming visitors and maintaining a

high standard in the reception area. The Receptionist/ Administrative Assistant

will be supporting administrative procedures on request of administrative

manager The jobholder will be managing all GIZ phone calls. The incumbent will

also be responsible for incoming and outgoing calls are efficient and

uninterrupted performing reception and secretariat services on a daily basis.

Key Duties and Responsibilities: 

1. Phone and Reception

Services:  The

receptionist/administrative assistant;

• Answers and accepts phone calls and messages
  
  and/or forwards them


• Updates and maintains a callback list of all
  
  incoming calls which cannot be taken by the relevant staff member


• The jobholder operates the answering machine
  
  appropriately


• Registers, documents and organises incoming
  
  and outgoing correspondence (fax, emails, packages and personally
  
  delivered messages)


• Ensures deputisation for other staff members


• Ensures that visitors are comfortable by
  
  offering newspapers, refreshments etc.

2. Office work and

Services:  The

receptionist/administrative assistant;

• Ensures creation and/or regular updating of a
  
  list of contacts and addresses (telephone, fax, Email)


• Sorts and distributes incoming correspondence
  
  (email, fax, other official documents)


• Responsible for distributing and accepting
  
  documents and packages to/from the post office, government institutions,
  
  embassies etc., and is responsible for these


• Ensures periodicals are put out

3. Support to

Administrative Experts:

• The jobholder will be tasked with making photocopies
  
  and scans documents if and when required


• 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


• Updates and maintains record of service
  
  requests


• Prepare invoices/ receipts ready for stamping
  
  and have them signed by the responsible people


• Assist in the preparations for internal
  
  control


• Update the trainings, consultancy lists and
  
  databases as advised by the technical staff


• Advance and refund calculations on flight
  
  tickets


• Updating of the business cards to the contact
  
  list


• Regularly updating the fuel consumption of
  
  all project vehicles


• In charge of checking the logbooks of all
  
  project vehicles

4. Other

duties/additional Tasks: Performs other duties and tasks at the

request of management

Qualifications, Skills and Experience: 

• The Receptionist/ Administrative Assistant
  
  should preferably hold a Bachelor’s degree  in business/public administration,
  
  secretarial studies, social sciences or any related field.


• One to three years of related professional
  
  experience


• Computer literacy i.e. working knowledge of
  
  ITC technologies (related software, phone, fax, email, the internet) and
  
  computer applications (e.g. MS Office)


• Politeness and helpfulness in dealing with
  
  visitors


• Willingness to upskill as required by the
  
  tasks to be performed


• Excellent written and oral knowledge of the
  
  English language.

All

suitably qualified and interested candidates should send their applications

including 2 pages max for cover letter and 3 pages max for CV to the Human

Resources Department, GIZ Offices, Plot 23 Nakasero Road, Kampala. Uganda

E-mail to: recruitment-uganda@giz.de

Deadline: 8^th April, 2016