Administration Assistant/Receptionist

The Administration Assistant/Receptionist is a fulltime position based in Kampala. S/he will be responsible for the management of the front office. S/He will provide general administrative and office management support to TLC staff and other partners with the overall aim of ensuring smooth functioning of office operations and activities. S/he will report to the Human Resource Manager.

Requirements

• Two (2) years of experience working in a similar or related role in administration/operations, preferably with donor funded projects;
  
• University degree in a relevant field, such business administration & management; public administration or any related field
  
• Good skills in Microsoft Word, Excel;
  
• Good communications and interpersonal skills;
  
• Ability to work independently, take initiative and manage various activities in a team setting with minimal supervision;
  
• A proven ability to work as part of a team and to be self-managing;
  
• Must be able to maintain confidentiality for all project and staff proprietary matters.
  
• Knowledge of USAID rules and regulations and past international development sector experience is an added advantage.
  

• Receive and answer telephone calls and receive all visitors in a professional and courteous manner and direct them to appropriate staff member.
  
• Distribute office mail and send out mail/packages to the appropriate hosts and couriers.
  
• Develop and update an office mailing and contacts list.
  
• Assist with travel and logistics arrangements for staff and visiting headquarter staff, if applicable, including hotel bookings and airline reservations.
  
• Participate in the development of, and manage JSI/WE welcome packages for visitors;
  
• Assist to arrange and coordinate office conferences/retreats, and other office events and ensure its documentation, minutes are tracked, signed, and filed.
  
• Assist the Finance & Administration Manager with receiving all maintenance requests for office maintenance, IT problems, internet connections, phones and any other request for repairs; contact service providers for repairs and assistance; serve as main contact person for service providers; follow-up to ensure that all problems are fixed; keep log of all maintenance problems, calls and date when service completed;
  
• Maintain office-wide calendar of meetings and use of conference room and ensure meeting room set-up. Manage meeting/conference room set-up
  
• Prepare minutes of staff meetings as requested;
  
• Plan, organize and oversee all special office maintenance/works and activities whenever needed;
  
• Ensure that in your line of duty, you are aware of child safeguarding principles and guidelines and apply it in your day-to-day roles as you interact with communities and children.
  
• Ensure promotion of safe child practices and mitigation, prevention and reporting of violations of children to ensure compliance; Carry out other tasks as assigned by your supervisor or designee.