Job opportunity for Receptionist at Innovations For Poverty Action

Innovations for Poverty Action (IPA), is an international non-profit research organization. Based in New Haven, CT, with offices in New York, NY, Washington, D.C. and worldwide, IPA works with development partners and academic researchers to create and evaluate approaches to solving development problems, to communicate “what works” in development and to scale up successful projects in a variety of fields, including health, education, microfinance, governance and agriculture.

Job title: Receptionist: This position will support the management of day-to-day office operations related to front desk management, petty cash management, hotel and travel reservations, and general office support.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Front Desk Management
• Receive, announce and direct visitors to staff in the office in a courteous manner. Also, as requested, make appointments and take messages. Maintain record of visitors & staffs travel inform on google drive.
• Maintain an updated staff and telephone list liaising with HROM as appropriate for staff updates. Regularly update and post on box.
• Maintain an updated vendors/partners/collaborating organizations and general office contact information.
• Coordinate conference room use and maintenance of conference room equipment’s.
• Perform data entry tasks upon request.
• Managing the printer/copier machines and coordinating with service vendors.
• Provide secretarial/administrative support to the Country Director and Deputy Country Director.
• Orient new staff to front desk operations.
• Issue to all newly recruited staffs and visitors emergency cards, modems and mobile phones as may be applicable.
• Emergency Contact information. Issue emergency contact cards staffs and visitors and maintain contact information on google drive.
• Office Keys: Issue and maintain a record of office keys distributed to staffs. Ensure that any losses are accounted for and compensations made by respective staffs/projects.
• Staff Identity Card printing, issuance and renewals.
 Liaise with the HROM to obtain ID numbers from the replicon for new long term staffs.
 Liaise with RA’s/FM’s for short term contractor staffs

2. Manage Petty Cash
• Ensure all petty cash transactions are handled as per IPAU procurement guidelines.
• Ensure all petty cash transactions are approved and recorded.
• Ensure timely reconciliation and replenishment of petty cash at hand.

3. Staff Functions and meeting arrangements
• General staff meetings: Take minutes and circulate within two days of preparing. Send email reminders to staff regarding planned meeting schedules.
• Oversee Office Assistants arrangement of meeting /training venues. Ensure necessary equipment’s, refreshments and any other required services are provided as appropriate.
• Support in organizing staff functions such as end of year celebrations, luncheons or dinners for IPAU guests.

4. Office Stationary
• Maintain inventory of office supplies, stationary requirements and accountability.
• Raise monthly purchase requisition for office supplies and stationary replenishments. And follow up with the Administrative Assistant prompt replenishments.

5. Organization Support
• Organize accommodation, transport and local communication for visitors in country. Render all logical support upon request.
• Ensure to retrieve IPAU equipment’s and assets temporary assigned to visitors that includes mobile phone and modem.
• Make hotel bookings and reservations promptly as instructed.
• Inform transport vendors to arrange for timely airport or other transfers.
• Ensure staff Identity Cards and for contractors are timely printed and distributed to staff.
• Ensure consistent filling of documents/records by hard and electronic files as appropriate.

As assigned by your supervisor, perform other tasks, which are commensurate with your level in the organization.

Contact/How to apply:

Qualifications, Experience and abilities:
 A minimum of Bachelor’s degrees in Administration, Social Sciences, Business Management or equivalent. At least three years work experience in a similar position, preferably with an International organization
 Good understanding of HR and Finance related work.
 Experience/knowledge of USAID policies and procedures preferred.
 Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed, routines, and standard accepted practices.
 Must be able to work under pressure, meet deadlines and set priorities, while maintaining a positive attitude and providing exemplary customer service
 Computer Literacy in at least MS word and MS Excel.
 Ability to plan and take actions in order to ensure timely and efficient service delivery.
 Excellent communication and interpersonal skills.
 Ability to lead and to maintain effective working relationships in a multicultural environment with sensitivity and respect for diversity. Ability to interact effectively with internal and external counterparts at various levels.
 Ability to apply creative thinking to practical problem solving with an aim of improving service delivery. The person must be able to work with minimum supervision.

HOW TO APPLY FOR THE JOB
Applications can be submitted via email to jobs-uganda@poverty-action.org with the subject line “Receptionist”

Please attach the following documents:
• Cover letter explaining interest in the position and fit for the role
• CV/Resume
• Salary Expectations

Closing date: January 31, 2015 – 5pm

Only shortlisted candidates will be contacted by email for interviews.

DISCLAIMER: The above statements are intended to describe the general nature and level of the work being performed by the Receptionist. The statements are not intended to be an exhaustive list of all possible duties, tasks, and responsibilities. Management reserves the right to amend and change responsibilities to meet organizational needs as necessary. Please note that IPA will never request any form of payment from an applicant. Applicants are encouraged to confirm the information listed above with IPA prior to releasing any extensive personal information to the organization. IPA is an equal opportunity employer. Please direct questions to jobs-uganda@poverty-action.org