NGO Jobs in Uganda:Receptionist job at Marie Stopes International (MSI)


Job Title: Receptionist
Organisation: Marie Stopes International (MSI)
Duty Station: Kampala, Uganda
Reports to: Administration Manager

About US:
Marie Stopes International (MSI) is a global organisation providing personalised contraception and safe post-abortion care services to women and girls. Our local teams of professionals are passionate about the work they do in communities across 37 countries. The services we provide give a woman the power to choose when she has children so that she is free pursue her plans and dreams for herself and her family.

Job Summary: The Receptionist will provide high quality cordial receptionist services to MSIU main office reflecting on the values and brand and also act as the face of Marie Stopes.
The incumbent will be responsible for ensuring efficient running of the front desk, the appropriate documentation of all deliveries and out-going correspondence, effective organisation of the meeting room schedule and provision of administrative and clerical support to the HR Office.

Key Duties and Responsibilities:
1. Creating a welcoming and informative front office for external visitors and staff
• Ensure that the reception area is tidy and clean with information on walls and table
• Clear and helpful telephone reception
• In charge of management of all mail flow (courier and post) with all in and out recorded
• Warmly receive visitors and ensure they are attended to
• Organise all external visitor needs; schedules, bookings, accommodation, arport pick up’s and drop off’s, visa documentation
• Place international and official telephone calls on behalf of staff and ensure that accurate records are kept
• Arrange immigration requirements for national and international staff
2. Administrative assistance to the HR team:
• The incumbent will receive and file CV’s for advertised positions
• Actively facilitate the new employee induction process
• Schedule interviews and prepare interview packs
• When/if required by the fleet manager, maintain and up-date the movement of staff and vehicles through the Movement Fixture Board
• Control inventory relevant to the reception area
3. Coordination of SO logistics:
• Meeting room register set up and maintained on intranet
• Support meeting organization at the Kampala office
• Actively monitor staff availability at the office and organise catering
• Manage all mobile phone mobile-phone charges and user accounts
• Responsible for cleaniliness of all offices
• Support in organising trainings, workshops and conferences
• Support the day-to-day efficient operation of the office

Qualifications, Skills and Experience:
• The receptionist should preferably hold professional qualification or relevant experience
• Speak more than one Ugandan language desirable
• The applicant must possess a warm and cheerful personality
• Customer service orientation
• Professional personal presentation
• Prior experience in a busy organisation with staff based in multiple locations
• Working knowledge of or ability to learn and adapt to organizational policies, systems and procedures
• Ability to work with little or no supervision
• Be a good team player with good interpersonal and communication skills
• Excellent organizational skills
• High degree of integrity and confidentiality

Personal Competencies:
• Initiative: Thinking ahead and taking action to make the most of opportunities by finding the optimum solution
• Innovative: Thinking creatively and outside of the box so that ideas generated create a positive outcome
• Effective Communication: Communicating through active listening and good questioning techniques, using appropriate body language, ensuring information is clear and concise.
• Responsive: Being responsive to changing priorities and demands
• Working Efficiently: Planning, prioritising and organising work to ensure work is accurate and deadlines are met
• Sharing Information: Sharing information and knowledge whilst maintaining confidentiality
• Focus on Learning: Taking responsibility for keeping knowledge and skills updated and for seeking opportunities to develop further
• Commitment: Awareness and understanding of goals, vision and values and how your role impacts on this and going the extra mile to meet role requirements
• Driven: Drive and determination to deliver results
• Accountable: Taking responsibility for appropriate decisions that you make, and the actions and behaviour you demonstrate
• Embracing Change: Openness to embracing change within the organisation and being able to adjust plans/activities accordingly
• Motivated: Motivation towards achieving quality results to maximise potential

The Receptionist is required to demonstrate MSIU’s core values of:
• Accountability of all staff to each other and our clients and stakeholders
• Equality of opportunity and access
• Value for money in the management of our resources

How to Apply:
All suitably qualified and interested candidates are encouraged to send their electronic applications including a cover letter, updated CV and academic documents via E-mail to: [email protected]

Deadline: 7th August, 2015