Job Title: Intern Position – Receptionist (No Experience NGO Jobs)
Organisation: African Initiatives for Relief and Development (AIRD)
Duty Station: Kampala, Uganda
About Organisation:
The African Initiatives for Relief and Development (AIRD) is a non-political, non-religious and non-profit making NGO with Country Program Offices in Burkina Faso, Burundi, Cameroon, Central African Republic, Chad, Democratic Republic of Congo, Ethiopia, Niger, Republic of Congo, South Sudan, Tanzania, and Uganda. AIRD’s objective is to offer operational support, including but not limited to supply chain, logistics, construction, infrastructure, environment, livelihoods and WASH in partnership with relief and development organizations that focus on disaster-affected and development-oriented areas. AIRD delivers for and through partners including but not limited to UN Agencies, international and national donor organizations and governments
Job Summary: AIRD seeks to recruit a friendly and professional Receptionist who will be first point of contract for AIRD visitors, clients, and other stakeholders; supporting excellent reception service and ensuring smooth office operations. This is a temporary position of three months.
Key Duties and Responsibilities:
Greet and Welcome Visitors
- Provide a warm and professional welcome to all visitors ensuring they feel comfortable
- and are directed to the appropriate person or area
Maintain a clean and organized reception area:
- Ensure that the reception area is tidy, presentable, and stocked with necessary supplies
Manage Phone Calls
- Answer, screen and direct incoming calls efficiently and professionally, taking clear and detailed messages when necessary
Assist with General Clerical/Administrative tasks
- Open the office early every morning to ensure that the cleaner tidies up the place before official working hours
- Perform basic administrative tasks such as filing, photocopying, scanning, and organizing documents
- Prepare for meetings (setting Boardroom, and any other items that are required for this day)
- Ensure that all windows and doors are closed by the end of the day. Electrical appliances like Acs, Printers, photocopiers etc should be switched off at the end of day.
- Maintain security at the front desk by monitoring visitors’ activity.
- Open the office early every morning to ensure that the cleaner tidies up the place before official working hours
- Coordinate repairs and maintenance of office equipment; and follow up on service schedules for office equipment.
Assist with Office Logistics
- Prepare comparative tables for procurements, Local Purchase Orders (LPO) and issue GRN for items received ensuring that invoices are submitted for payment in time.
- Receive requests for stores items and issue after authorization by FAO.
- Update the stock cards and issue items based on approved stores requisition.
- Ensure that items are always restocked both in the store and kitchen.
- Keep all the relevant forms/requisitions etc at the reception for easy access by staff.
- Maintain an updated list of staff contacts with correct/current telephone numbers.
- Quarterly update of asset register ensuring that all assets are labelled/engraved and are insured.
- Ensure all receipts of payments are attached to the respective vouchers timely and follow up on collection of receipts from vendors
- Ensure that the office is always clean and orderly.
Support with Basic Finance
- Write petty cash requests and petty cash vouchers.
- Record petty cash vouchers in the excel sheet.
- Prepare monthly cash count certificate for authorization.
- Undertake any other duties that may be requested from time to time.
Qualifications, Skills and Experience:
- Excellent verbal communication skills
- Excellent interpersonal skills
- Basic understanding of administrative and clerical procedures and systems
- Proficient in Microsoft office suite
Education and Experience
- Diploma in Secretarial Studies or equivalent is required
How to Apply:
All candidates should apply online at the link below.
Deadline: 23rd February 2025