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
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 computerapplications (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.
How to Apply:
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: 8th April, 2016
