Front Office Assistant/Receptionist Job Vacancy at the Uganda AIDS Commission

Job Title: Front Office Assistant/Receptionist
Job Location:     Kampala, Uganda
Employer: Uganda AIDS Commission
Openings:     1
Reports to: Human Resource Officer



About UAC:
The UAC is a Government body legally charged with coordinating the national multisectoral response against the HIV/AIDS epidemic in the whole country. Uganda has braved the HIV/AIDS epidemic for almost two and half decades. The country mounted a strong response from the mid 1980s that resulted in declining HIV prevalence rates in the 1990s. The modest achievements are attributed to the efforts of various stakeholders at different levels, from the government and non-government sectors and community involvement and participation.

Despite the success story, it is acknowledged that the country is still experiencing a mature generalized epidemic that demand for scaled and sustained prevention and care efforts to address the observed stagnation in HIV prevalence rates
There is accumulated knowledge about responding to HIV/AIDS in Uganda that needs to be shared, refreshed and expanded. This website serves as one of the tools for promoting sharing of information and learning from experiences. It provides information on the status and trends of the epidemic in the country, highlights challenges and proposals for the way forward to addressing the HIV/AIDS epidemic at the community, district and national levels. Links are provided to other useful sources of information.

Job Overview
To manage UAC’s reception desk in an efficient, professional and courteous manner with a warm and friendly atmosphere for UAC staff, visitors and clients

Key outputs

•     Clients/visitors received and appropriately guided to the responsible offices/officers
•     Telephone calls effectively relayed to responsible offices
•     General inquiries appropriately responded to or relayed to competent officers
•     Guests complaints adequately addressed
•     General  correspondence received, opened and date stamped
•     All incoming and outgoing couriers correspondences/courier appropriately handled
•     Front office machines/equipment well operated and maintained
•     Relevant office supplies for the reception area timely requisitioned and accounted for
•     Reception area kept clean and secure

Job Duties:

•     Receive clients/visitors and directs them to the right office/officer based on their needs.
•     Operates the switch board by receiving, directing and relaying telephone calls to and from responsible officers/offices
•     Responds to general inquires and/or directs such inquiries to the responsible officers where necessary
•     Hands guest complaints and generally meets he guest’s needs
•     Receive, record and appropriately direct all incoming and outgoing correspondence/courier.
•     Operates and maintains a variety of front office machines/equipment including telephone exchange system, personal computer, fax machines etc.
•     Requisitions and maintains relevant office supplies for effective performance of assigned duties
•     Ensures a clean and secure reception area

Person Specification
Qualifications

• Bachelor’s degree in Leisure and Hospitality, 
• Bachelor of Office Information & Management, Secretarial Studies and relevant training in Customer Care.

Experience:

•     Experience of not less than one (1) year at the level of a Receptionist in a Government Institution or Organization of similar status
•     Experience of using MS Office Applications especially MS Word, Excel and Outlook

Competences:

•     Excellent telephone etiquette
•     Good communication (both verbal and written) skills
•     Good listening skills
•     Public relations and customer care
•     Well organized, courteous and firm when dealing with difficult clients
•     Self-motivated with an outgoing personality
•     Tactful and able to use own initiative
•     Good interpersonal skills
•     Demonstrate flexibility and open mindless