Vacancy title:
Front Desk Officer

Jobs at:
EngenderHealth

Deadline of this Job:
Friday, 6th April, 2018

Duty Station:
Kampala, Uganda

JOB DETAILS:
TITLE: Front Desk Officer
PROGRAM: FISTULA CARE PLUS-UGANDA
LOCATION: KAMPALA UGANDA .
REPORTS TD: SENIOR FINANCE AND OPERATIONS OFFICER

EngenderHealth’s vision is a world where sexual and reproductive health rights are respected as human rights, and women and girls have the freedom to reach their full potential. To achieve transformational change leading to true social and economic progress, EngenderHealth partners with diverse organizations across sectors with the shared goals of highlighting women’s value to sustainable development.

JOB SUMMARY:
The holder will be in charge of the front office desk/reception and manage both external and internal communications while aware of promoting the image of the organization at all times. He/she will provide support to the procurement function at the country office. He/she will directly report to the Senior Finance and Operations Officer.

RESPONSIBILITIES:

• Manage the front office desk reception, including attending to the telephones, guest relations and communications.
• Support office administration to include general office management, ensuring proper functioning of all office support systems i.e. ; photocopier, fax machine, telephone, generator etc.
• Coordinate and facilitate information flow and follow up with programs, administration and finance for logistics mainly to do with hotel & flight bookings, airport transportation for CO visitors and consultants‘ logistics.
• Prepare and dispatch communication, materials to respective stakeholders, institutions and organizations.
• Support collation of travel plans on a monthly basis from all staff and support accordingly.
• Provide support to program workshops and events and liaise with staff and admin department and ensure that all the logistics such as venue, invitation, funds, transport etc are prepared efficiently. Book accommodation for program staff where required
• Support the program team in implementation of activities which may include communication to stakeholders and participants; arrange training /supervision materials; schedule/confirm meetings etc
•  Support the Finance department in preparation of payment vouchers as and when delegated by the Senior Finance and Operations Officer.
• Manage petty cash for the Country Office.
• Support procurement at the country office ensuring compliance to the organization's. SOPs and donor regulations, including ,timely, procurements and payments to service providers. Also to take charge of collation of procurement plans from program staff on a monthly basis to inform planning.
•  Support branding for both the office and staff, ensuring compliance to existing SOPs.
• Monitor performance of the security personnel deployed at the premises, and regularly patrol the compound, fences, recording and reporting any unusual event noticed.
• Review and analyze vehicle log sheets for hire vehicles and fuel analysis for project vehicles to ensure the right amount is paid to the vendors.
• Supervise Office Drivers and the Office Assistant in performing their duties as to keep both office premises and vehicles clean, tidy and conducive to working.
• Ensure that all project assets and equipment are engraved and updated in asset register.
• Any other responsibilities assigned by the supervisor.

EDUCATION, EXPERIENCE AND CERTIFICATIONS:

• Bachelors in office management, communications, public relations or related field
• Three to four years’ experience preferably in a not for profit environment.

KNOWLEDGE, SKILLS AND ABILITIES:

• Demonstrated ability to work independently
• Well conversant with the Microsoft office suite.
• Written and spoken fluency in English.
• Excellent interpersonal and communication skills.
• Good personality and ability to handle multiple tasks.

Job application procedure
Please visit the careers page at; www.engenderhealth.org  to submit your details online by Friday, 6th April, 2018. Only shortlisted candidates will be contacted.

EngenderHealth provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, amnesty, or status as a Vietnam-era or special disabled veteran in accordance with applicable federal, state and local laws.

EngenderHealth complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.