ActionAid Uganda Jobs 2022 – Receptionist

Professional and effective reception services          

• Receive and respond to all AAU visitors’ inquiries, phone calls and correspondence.
• Keeps the front desk attended to at all times.
• Receives in-coming calls and transfer to individual offices in line with user requests and office procedures.
• Liaises with Human Resource and Administration Officer for updated information about AAU in line with requests from relevant stakeholders (staff and/ or visitors).
• Attends graciously to visitors in line with their requests by directing them to the respective officers and answering their queries.
• Ensures speedy response to telephone and message services.
• Reports faults on telephones/fax machine to be repaired.
• Receives external correspondences, distributes and accounts for all incoming and outgoing correspondences as applicable
• Carries out filing of documents in the Unit for safety and easy accessibility in line with best practices.
• Contributes to the quarterly update from Administration which is shared by the Finance and Operations Manager at a CMT meeting.
• Supports in the placement of adverts in the media for various services and makes follow-up to ensure that the LPO’s are signed for the adverts and the adverts appear on the preferred day.

Provision of information

• Provide information on AAU’s services to Visitors and inquirers either by telephone or electronically
• Maintains a steady supply of AAU’s information pack for all Programme areas for distribution to AAU visitors as and when required.
• Responds to requests for information in consultation with appropriate persons in the directorates.
• Orders for front desk materials and ensure continuous supply of resources
• Provides prompt, polite and helpful responses to telephone and walk in inquirers

Provision of logistical support

• Support in provision of logistical support to staff and AAU’s visitors line with approved travel plans, AAU Policies and Procedures.
• Supports in making accommodation reservations for international visitors.
• Supports in making reservations for international travels for staff
• Prepares visa applications for staff travelling to various destinations.
• Drafts application letters for work permits for Expatriates.
• Drafts contracts for residential workshops with the hotel owner and ensure they are signed by HR/Administration Officer

Provision of customer service   

• Provide Customer service and support the Human Resource and Administration Officer with communication roles.
• Receives and attends to AAU’s visitor queries in a courteous manner.
• Draft memos, letters, written agreements and other documents in according to instructions from the HR/Administration Officer
• Follows up on letters and documents to and from the HR/Administration Officer’s office that requires feedback and action
• Prepares a yearly calendar of major activities, periodically update and follow up activity dates

Administrative support to staff

• Respond to staff administration needs
• Makes telephone contacts with suppliers as may be instructed by the HR and Administration Officer
• Makes contacts with job applicants to supply required information or give necessary instructions
• Helps departments and units to requisition for and deliver to them stationery and other like supplies from the store
• Processes and arranges the delivery of tender documents to suppliers