Summary
Date Posted: Friday, September 02, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
With over 70 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.
Come join our 34,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Key Responsibilities:
Back ground
World Vision Uganda (WVU) is a Christian relief, development and advocacy non-government organisation dedicated to working with children, families and communities to overcome poverty and injustice. We currently work in 43 districts and have 48 Area Programmes implementing projects in health & nutrition, water, sanitation & hygiene (WASH), livelihoods & resilience, education and child protection. World Vision (WV) is committed to the protection of children and adult beneficiaries from exploitation and abuse and will not employ people whose background is not suitable for working with these beneficiaries. All employment is conditioned upon the successful completion of all applicable background checks, including criminal record checks where possible.
Due to expansion in scope of our programmes, we are now seeking for a qualified and passionate individual willing to share in our vision and join the team in the following role.
Position: Front Desk Officer
Report to: Senior Administration Officer
Location: Kampala (National Office)
Advert Start date: 1st September 2022
Advert End date: 8th September 2022
Purpose of the position:
The front desk officer will be responsible for reception area management including receiving guests, receiving and transferring phone calls, sorting correspondences, answering client queries and ordering department supplies.
The job holder will be responsible for maintaining the reception area clean and organized, updating records and files, maintaining the boardroom schedules. This position would therefore suit someone who has strong communication, interpersonal and organizational skills. Knowledge in MS word and excel is also preferred.

Key Outputs/Responsibilities.
Front Desk Operations / Customer Care
• Screening telephone calls, enquiries, and requests and handling them as appropriate. This will include receiving and relaying accurate and timely messages and answering of queries where possible.
• Ensure that incoming communications (telephone calls, letters, email etc.) are responded to professionally and reliably passed on to the appropriate person(s).
• Direct WVU visitors to the appropriate offices and act as first point of contact for external stake holders and represent positive image of WVU.
• Responsible for the timely distribution of mails, correspondences, newspapers to all offices and maintain accountability.
• Assist guests who have inquiries and provide clients with information on WVU activities, guide them to the appropriate ministry departments for support and engage them in a professional, respectful manner.
• Maintain a clean and welcoming front desk and waiting area atmosphere at all times. Reception area should be kept tidy and presentable, with all necessary stationery and reading material.
• Ensure that office equipment is switched off accordingly and the premises are securely closed.
Administrative support/ Clerical Support:
• Support department and division procurement processes, through PROVISION; follow up on requisitions.
• Raise cash requests and process small claims, in line with finance requirements.
• Update and schedule boardroom meetings, support with meeting logistics and preparations.
• Process monthly telephone bills, review codes and ensure correct budget codes are attached to invoices.
• Order department supplies and stationery, maintain inventory of stock, advice on replenishments.
• Develop and maintain office administration secretarial systems related to filing of documents, record management, communication (telephone, fax correspondences) and basic office services in line with administration guidelines.
• Work in liaison with department focal persons to coordinate meetings, events and ensure adequate logistical support is provided
Utilities Management:
• Process all office utility bills, subscriptions and payments for supplies, in liaison with the Administration assistant.
• Prepare monthly utility reports and submit for management review.
• Maintain records and files of petty cash payments and ensure reconciliations are done with finance team.

Qualifications: Education/Knowledge/Technical Skills and Experience.
• Diploma / higher education in secretarial studies, business administration or related field.
• One year of experience in the same job.
• Proficiency in Microsoft packages is required.
• Excellent customer service skills.
• Responsiveness and attention to detail.
• Professional attitude and appearance
• Solid written and verbal communication skills are essential.
• Ability to be resourceful and proactive when issues arise.
• Strong organizational, interpersonal skills.
Applicant Types Accepted:
Local Applicants Only

Work Hours: 8

Experience in Months: 72

Level of Education: Associate Degree

Job application procedure
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