GIZ-RELAPU is a bilateral project of the Republic of Uganda and the Federal Republic of Germany Ministry by the German and Development (BMZ). RELAPU aims “to improve access to land as a key precondition for poverty and hunger reduction in rural areas for certain population groups, especially for women and marginalized groups, in Central and Eastern Uganda”. GIZ- RELAPU received co—funding by the European Union for the implementation of a project component on improvement of Land Governance in Uganda on private Mailo in the districts of Mubende, Kassanda and Mityana in Central Uganda.
GIZ is recruiting Receptionist/ Administration Assistant with a strong background in administration to support the implementation of it’s programme.
Title: Receptionist/ Administrative Assistant- RELAPU
Reports to Head of Administration, GIZ RELAPU
Duty Station: Mityana ILGU Office
Contract duration: 1/06/201- 31/12/2021
Ref.NO: GIZ-RELAPU/R-AA/042112 .
Key Responsibilities
Reception:
• Liaising with customers in a service-oriented manner on behalf oi the olfice by providing professional phone services, personally welcoming visitors and maintaining a high standard in the reception area.
• Performing reception and secretariat services on a daily basis.
Administration:
• Manages daily office operations
• Managing fire project office facilities
• Supporting the organisation of events and meetings
Specific Tasks
Reception services
• Answers and accepts phone calls and messages and/or wards them
• Maintains a call back list of all incoming calls which cannot be taken by the relevant staff member
• Registers, documents and organises incoming and outgoing correspondence (e-mails, packages and personally delivered messages)
• Ensures deputation lorother staff members
• Ensures visitors are comfortable by offering newspapers, refreshments etc.
Office work and services
• Ensures creation andlor regular updating of a list of contacts and addresses (telephone, e-mail)
• Sorts and distributes incoming correspondence (e-rnail, fax, other official documents)
• Makes photocopies and scans documents if and when required,
Support to Administrative Experts
• Supports the preparation and organisation of events, meetings and activities in close collaboration with the stall members of the project (invitation letters, reservations, reimbursement of transport allowance and perdiem, etc.)
• Complies and organises information materials
• Labels files according to GIZ filing system
• Fills lists and tables according to the specific instructions of the administrative expert
• Assists in preparing inventory lists
• Maintains record of service request
• Prepares invoices! receipts ready for stamping and have them signed by the responsible people
• Assists in the preparations for internal control
• Updates trainings, consultancy lists and databases as advised by the technical staff
• Prepares advance and refund calculations for work related trips
• Updates business cards to the contact list
• Regularly updates the fuel consumption of all project vehicles
• Checks the logbooks of all project vehicles
• Maintains the project office stock
• Assures facility management of the project office and initiates in accordance with management repairs, maintenance, etc.
• Prepares financial document (vouchers, receipts, etc.) to be delivered to the finance Manager
Other duties/additional tasks
• Performs other duties and tasks at the request of management
• Undertakes further job training related to his/her position and duties, if required. Special training programs shall be identified and selected jointly with the Team leader.
• Assists in and/or carries out other project activities and other tasks as assigned, e.g. focal point for Hill, gender, security, etc., if required.
Education
• University Degree in secretarial studies, administration or any related field.
Professional experience
• At least 3 years‘ professional experience in a comparable position
Other knowledge. additional competences
• Good working knowledge of IIC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
• Very good written and oral knowledge of English and Ateso languages. Kumam language of advantage
• Politeness and helpfulness in dealing with visitors
• Willingness to upskill as required by the tasks to be performed » corresponding measures are agreed with management
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