Volunteer - Receptionist

Admin

Overview

Provide front desk administrative support in the IRC Kampala office.

You have:

• Diploma / Higher education in Secretarial Studies, Business administration or any other related course.
• At least 2 years of experience in a similar position
• Strong organizational and interpersonal skills
• Good basic administrative and secretarial skills
• Strong written and oral English communications skills
• Excellent computer skills including MS Word, Excel, PowerPoint and Outlook
• Must be able to work independently while being a strong team player
• Strong skills in collaboration with multi-cultural and diverse teams

Work Arrangement:

Job Description

BACKGROUND:

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster.

The International Rescue Committee, hereinafter referred to as “the IRC”, is a non-profit, humanitarian agency that provides relief, rehabilitation, protection, resettlement services, and advocacy for refugees, displaced persons and victims of oppression and violent conflict. The IRC has been working in Uganda since 1998 in response to mass displacement and devastation wrought by the rebel group, the Lord’s Resistance Army (LRA). Since then, in partnership with various donors, the IRC in Uganda has expanded to meet the needs of the conflict-affected regions of Karamoja, Acholi, West Nile region, and in Southwestern Uganda as well as amongst urban refugees in Kampala.

SCOPE OF WORK:

Reporting to the Senior HR and Administration Officer, the Receptionist is responsible for providing support for day-to-day front desk administrative requirements, functions and basic general office management of the IRC Kampala office.

RESPONSIBILITIES

- Ensure that reception services are provided in such a fashion that visitors are provided with a warm welcome and that their needs are swiftly attended to - Ensure that all incoming communications (Newspapers, telephone calls, letters, email etc.) are responded professionally and reliably passed on to the appropriate person(s). - Provide staff with support on any accommodation and Flight bookings as and when required whilst ensuring proper documentation is submitted before action is taken. - Ensure Invoice payments and or Receipt are received and shared with the Senior HR and Administrative Officer or the HR and Administration Assistant. This involves Utility Bills, Office subscriptions, Accommodation payments and any others. - Ensuring that the office environment is clean, well-organized and attractive and that break tea is provided to a high standard of quality and hygiene. - Ensure that all subscriptions (email, internet) and other service contracts (photocopier and other machinery servicing contracts) are renewed in a timely manner in liaison with the Senior IT officer - Ensure that Office equipment is switched off accordingly and the premises securely closed. - In liaison with the focal person on the personnel committee, coordinate any monthly staff meetings and any other events. - Ensure efficient distribution of minutes, workshops, seminars and conferences for the country office - Provide timely and proper set-up of conference rooms or venues for various meetings as and when.

Qualifications

REQUIREMENTS (Qualifications, Skills and Abilities)

- Diploma / Higher education in Secretarial Studies, Business administration or any other related course. - At least 2 years of experience in a similar position - Strong organizational and interpersonal skills - Good basic administrative and secretarial skills - Strong written and oral English communications skills - Excellent computer skills including MS Word, Excel, PowerPoint and Outlook - Must be able to work independently while being a strong team player - Strong skills in collaboration with multi-cultural and diverse teams

Gender Equality & Equal Opportunity

We are committed to narrowing the gender gap in leadership positions. We offer generous benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances. We welcome and strongly encourage qualified female professionals to apply.

IRC is an Equal Opportunity Employer, and we value diversity in our organization. We do not discriminate based on race, religion, color, national origin, sex, gender, age, marital status, veteran status, disability status or any other characteristic protected by applicable law. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request reasonable accommodation.

Professional Standards

IRC workers must adhere to the values and principles outlined in the IRC Way - Standards for Professional Conduct. These are Integrity, Service, Accountability and Equality. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

NB: This is a Temporary position, and the contract will run for 3 months. The advert will close on 11th June 2025.

Apply now

Potential interview questions

Added 1 year ago - Updated 1 year ago - Source: rescue.org