Fresher Receptionist/Administrative Assistant Jobs - Zoe Recruitment

Organisation: Zoe Recruitment

Duty Station:  Kampala,

Uganda

Zoe

Recruitment is an HR consultancy company that exists to contribute to the

transformation of productivity and work ethic, by linking talent to

business/organizations, and placing people right. At Zoe we believe this then

forms the foundation for sustainable business and on a larger scale, economic

growth. Zoe would like to recruit for a valuable client, an international audit

firm and consultancy industry.

Job Summary: The Receptionist/Administrative Assistant will

serve as “the face” of the company, presenting the image and values of the firm

to all visitors and staff.  It is a key

role that must be regarded with a high level of importance which it deserves.

Key Duties and Responsibilities:  

• Ensure that the general appearance of the
  
  office is clean and tidy;


• Meet and greet all visitors, appropriately
  
  handling those with or without booked appointments.  To be proactive in ensuring the visitor
  
  is met by the member of staff as quickly as possible and he/she is kept
  
  informed promptly of any potential delay or change of circumstance.


• In charge of answering all incoming phone
  
  calls and taking down all details of the caller and or taking a message.


• Ensuring the all meeting rooms, including the
  
  board/ training rooms are neat and tidy at all times.  To include provision of all required
  
  services/facilities.


• Ensure refreshments and stationery, when
  
  required by staff are provided promptly. 
  
  Maintenance of stock re-order records


• Accurately recording all visitors’ details


• Managing all postage and ensuring that all
  
  dispatches are delivered to their intended destinations. 


• Ensuring internal distribution of documents
  
  to their intended recipients and ensuring that all documents are removed
  
  from out- trays and filed in their respective files no later than 24
  
  hours.


• Support word processing and formatting of
  
  firm reports e.g. management reports or financial statements when
  
  requested. 


• Printing and binding reports as requested.


• Ensure there is enough stock of refreshment
  
  and stationery for office use.


• Petty cash management.


• In charge of the maintenance of files and up
  
  to- date files register.


• Handling minor service providers: Newspapers,
  
  water, stationary, toner and office cleaner


• Preparation of wire transfers before approval
  
  by partner.


• Cheque payment preparation.


• Maintenance of partner calendar and booking
  
  clients/staff for appointments following partner approval;


• Firm Brand champion ensuring that all
  
  documents leaving the firm are properly branded and all formatting
  
  requirements are met;


• Events management-  Assisting with social functions, client
  
  events and other events as and required to do so


• Puts the boss’ and company’s “best foot
  
  forward” since he/she will most likely come in contact with clients
  
  before the boss does.


• Always answers the phone and greets visitors
  
  with a smile on his/her face and in his/her voice.


• Support Finance and Administrative
  
  Executive/Manager on an adhoc basis.

Qualifications, Skills and Experience:  

• The ideal candidate should hold a Degree or
  
  diploma in secretarial studies.


• Substantial experience is an added advantage


• Highly organised and detail oriented.


• Excellent working knowledge of excel package
  
  is a must in terms of formatting and preparation of documents for final
  
  printing.  Must also be comfortable
  
  with formatting in word, Powerpoint and other Microsoft packages. 


• High speed typing is a must. Must average
  
  speeds of at least 65 words per minute.


• Has up-to-date skills and the ability to
  
  learn new skills:  Is keen to
  
  improve him/herself.


• Listens well and presents solutions rather
  
  than dwell on problems.


• Presents a professional appearance and
  
  attitude at all times.


• Follows through quickly and efficiently with
  
  all tasks.


• Fantastic spelling and grammar skills, and
  
  knows how to interpret the boss’s hieroglyphics!  Presents perfect work to the boss having
  
  performed a self- review of reports or documentation before submission.


• Must be friendly and helpful to staff.  This role requires an understanding that
  
  she supports the firm’s professional staff and must be ready to meet their
  
  needs at short notice.


• Must be willing to work long hours if
  
  requested at short notice (this is rare) as well as come in on weekends to
  
  work on reports especially if deadlines must be met.


• Be a team player and understands that his/her
  
  role is essential to the smooth delivery of services to firm clients


• Age: between 25- 28 years old

All

suitably qualified and interested candidates are encouraged to apply online

through Zoe’s e-recruitment portal at the link below together with:

• Attached copies of all academic
  
  qualifications (transcripts and certificates);


• Detailed CVs and daytime mobile telephone
  
  numbers;


• Three work references and or/academic
  
  references;

Deadline: 11^th April 2016