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Administration Assistant / Receptionist – Emergency Response


Position: Administration Assistant / Receptionist – Emergency Response

Report to: Administration Officer

Location: Arua Response Office

Purpose of the position:

To assist in the provision of effective and efficient front desk and administrative services to the West Nile Response office in Arua. This office will also provide administrative support to the Response Directors office.

Key Outputs/Responsibilities.

Reception Management

  • Receiving and screening incoming telephone calls, mails, inquiries, and requests and handling them as appropriate, including relaying accurate and timely messages and answering of queries, taking descending decisions on how information should be managed.

  • Maintain the reception are neat and tidy so as to maintain the positive image of the organization.

  • Managing a filing system for Administration and the Response Directors office.

  • Receiving and attending to visitors whilst they await appointments.

Logistics and administration support

  • Maintaining supplies inventory and preparing requisitions for office and logistics supplies.

  • Coordinating receipt of all vendor invoices through the administration processes, records and hands them over to Procurement/logistics and Administration for payments processing.

Support to management meeting/forums and follow ups

  • Assist in the Developing calendar/s of office key events and supporting its implementation in matters related to administration and following up with the responsible staff.

  • Organizing and taking minutes of management meetings and follow up of implementation of key action points and decisions.

  • Follow up on invitations through emails and phones as is appropriate.

Qualifications: Education/Knowledge/Technical Skills and Experience

  • Minimum of a Bachelors degree in Public Administration, Business Administration or related disciplines.

  • Minimum two years of experience in a similar role.

  • Must be a committed Christian, able to stand above denominational diversities.

  • Must have knowledge in computer applications like MS Office, Word, Excel, internet and knowledge in data base management system is an added advantage.

  • Effective communication skills and ability to apply diplomacy and tact in dealing with external and internal customers.

  • Excellent customer care and public relations skills and ability to solve complex problems with minimum supervision.

  • Commitment to World Vision mission and partnership values and sensitivity to its various expressions across cultures and denominations.

  • Knowledge of local context is added advantage.