Summary
Date Posted: Tuesday, April 30 2024, Base Salary: Not Disclosed

JOB DETAILS:
Oxfam in Uganda started work in the 1960s delivering development and humanitarian support as part of the Oxfam confederation, a global movement of people fighting to end inequality and injustice. Today, we continue to tackle the inequalities that make and keep people poor. We save and protect people’s lives in times of crisis. We work with people to build their resilience and rebuild their livelihoods. We enable vulnerable people’s voices to be heard and campaign for genuine, durable change.

Objective of the position
The Receptionist position operates within the Human Resource and Administration Unit (HRAU) responsible for the delivery of a full range of HR and Administrative functions in line with the Country Program’s strategic goals. The main duty of this role is to facilitate effective and efficient administrative and front desk support to the country program, ensuring smooth operations and professional conduct. The HRAU consists of 6 direct colleagues, 1 Human Resource Business Partner, 1 Human Resource Coordinator, 1 Human Resource Officer, 1 Administration Officer, 2 Office Assistants.

Key responsibilities
Reception and Telephone communication
• Receives and attends to visitors and internal staff in an efficient, courteous, and professional manner.
• Handles incoming calls promptly and courteously and directs them to the respective recipients.
• Records all incoming messages for staff when they are absent and ensures these are distributed and followed up appropriately within the office.
• Ensures the reception is clean, tidy and presentable at all times.
• Receive, register, sort and distribute daily mail/deliveries/documents.
• Organises the notice boards at the reception area and outside the entrance to the office, regularly displaying important and useful information for the attention of staff members and visitors.
• Maintains contacts of all staff of Oxfam in the country program and relevant staff at HQ, partners, stakeholders, and visitors.
General Office Support
• Provide administrative support during the recruitment process. This includes such tasks as following up on confirmation of attendance with candidates, preparing interview venues, administering forms, booking medical examinations for new staff, and welcoming candidates and new staff.
• Provides cover, on prior arrangements, for other office support during their official absence, in particular on secretarial tasks.
• Support in preparation, addressing and delivering letters of the program to respective offices whenever required.
• In conjunction with administration, support arrangements for timely flight and accommodation bookings.
• Support in preparation of all travel-related invoices and supporting documentation for payment.
• Keep inventory of all office supplies and place orders for replenishment whenever needed.
• Process utility bills and forward them to finance for payment.

Who are we looking for?
Of course, you have at least two (2) years of experience in a similar administrative/operational role. You hold a Bachelor’s degree in a relevant field such as Office Management, Secretarial Studies, Business Management or any related discipline. You have strong organization and problem solving skills, you are able to maintain and keep track of tasks, and you know how to prioritize work. You are confident in your tasks and can carry them forward to the team for the purpose of improvement. Additionally, you recognize yourself in the following description: Customer and results orientation, Planning and organization skills, Computer literacy, and are conversant with Ms Word and Excel packages. You have effective oral and written communication skills. You have a pleasant and courteous personality, possess initiative and are able to work with minimum supervision.

Working at Oxfam Novib
• All our work is guided by our core values: Empowerment, Accountability, Inclusiveness, Courage, Solidarity and Equality.
• At Oxfam Novib, we work according to the Feminist Principles - Oxfam Policy & Practice.
• Oxfam Novib is committed to offer you a motivating work environment at our offices in Kampala. We offer a two-year contract from start with the possibility of extension based on funding and performance.
• Oxfam Novib offers an attractive and honest benefits package, including a year-end allowance and yearly pay increase. The salary range for this position is set in scale with a salary range between Grade E1 gross based on 40 hours a week.
• Oxfam Novib is based on the power of difference. That is why we aim to attract a diverse mix of talented people who share our standards, values and principles, and who are committed to prevent and eliminate any type of misconduct.
• We have an active policy against sexual harassment, exploitation and abuse, any form of abuse of power or lack of integrity and financial misconduct. This subject will be covered in our application and selection process.

Work Hours: 8

Experience in Months: 24

Level of Education: Bachelor Degree

Job application procedure
• Do you believe that this is the job you are looking for? Then we would love to receive your application! Be aware that only applications received before the closing date (May 12th 2024) and submitted via our application portal will be taken into consideration.
• If you have questions regarding the position, please contact the Human Resource Office through +256 (0) 414-390-500
• At the time of a contract offer, Oxfam Novib will request valid references. Our candidates will be subject to appropriate screening checks, including criminal records and terrorism, financial checks or integrity screenings/references.
• Oxfam Novib reserves the right, to its sole discretion, not to make agreements regarding this job opening, make an agreement in a lower level, or make an agreement with an amended job description.
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