Position: Front Desk Officer (2)
Report to: Senior Administration Officer
Location: Kampala - National Office
Purpose of the position:
Responsible for providing front desk services for the organization, operate and maintain the switchboard, receive and manage visitors and act on behalf and absence of administrative assistants from time to time as requested
Front Desk Operations / Customer Care
Receive all incoming calls; direct them to the relevant offices, make outgoing calls as and when required. Screening telephone calls, enquiries, and requests and handling them as appropriate. This will included receiving and relaying accurate and timely messages and answering of queries where possible
Daily opening of official email, responding to and forwarding mails accordingly for timely service delivery
Receive, monitor and attend to visitors whilst they await appointments. Direct WV UG visitors to the appropriate offices in line with Departmental guidelines
Receive document and messages, which may be delivered to the office and ensuring that these are registered and dispatched / distributed to the respective addressee/staff members
Analyze all the telephone/fax bills monthly with a view to ensuring that costs are properly charged to the relevant cost centers.
Prepare monthly reports on Front Desk Operations
Give guidelines to staff and visitors on Administration operations and direct contact persons in respective service areas
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
Facilitate the procurement process by requesting in PROVISION; on completion of the work in line with WV administration guidelines
Help with bookings of the boardrooms in consultation with the booking department.
Maintain a smooth communication flow of information in the administration department through verbal communication, periodical narrative report writing and updates as per the department guidelines
Perform any other duties as may be assigned by supervisor
Qualifications: Education/Knowledge/Technical Skills and Experience
Degree in Office and Information Management/Science, Secretarial duties, Office Management Science
Must have working knowledge of office switchboard systems, preferably system being used by World Vision Uganda.
Must be proficient in the English Language, both spoken and written.
Good communication and interpersonal skills essential.
Secretarial course and ability to work in a cross cultural environment is an added advantage.