Job Title: Telephone Operator/Receptionist
Organisation: United States US Embassy, US
Mission in Uganda
Mission in Uganda
Duty Station: Kampala, Uganda
Salary Grade: FSN-3 (Ugshs 29,144,837 to
42,715,636 p.a. inclusive of allowances)
Vacancy Announcement Number: 51-16
42,715,636 p.a. inclusive of allowances)
Vacancy Announcement Number: 51-16
About US Embassy:
The United States
Embassy in Kam
Embassy in Kam
pala, Uganda has enjoyed diplomatic relations with Uganda for
over 30 years. Ambassador Deborah R. Malac currently heads the
U.S Mission to Uganda. The Mission is composed of several offices
and organizations all working under the auspices of the Embassy and at the
direction of the Ambassador.
Among the offices
operating under the U.S Mission to Uganda are:
operating under the U.S Mission to Uganda are:
· United States Agency for
International Development (USAID)
International Development (USAID)
· Centers for Disease Control
(CDC)
(CDC)
· Peace Corps
Job Summary: The Telephone
Operator/Receptionist will support the US Embassy by serving as its Switch
Board Operator.
Operator/Receptionist will support the US Embassy by serving as its Switch
Board Operator.
Key Duties and Responsibilities:
Operate the switch board:
· Receiving calls from both
outside callers and intercom, redirecting calls to the intended recipients.
outside callers and intercom, redirecting calls to the intended recipients.
· Placing calls for Mission
personnel who do not have access to outgoing lines, while recording them to
identify official or personal calls.
personnel who do not have access to outgoing lines, while recording them to
identify official or personal calls.
· Answering telephone call
inquiries where possible, especially for those in need of consular services.
Forward calls to the respective offices for answers as well as providing
general information such as relevant website addresses, information and
directories.
inquiries where possible, especially for those in need of consular services.
Forward calls to the respective offices for answers as well as providing
general information such as relevant website addresses, information and
directories.
· Coordinate conference rooms
booking for meetings / workshops by using the calendar to send out
confirmations as well write and correct conference room notices.
booking for meetings / workshops by using the calendar to send out
confirmations as well write and correct conference room notices.
· Give out Dip Note numbers to
offices that need them for use by the Ministry of Foreign Affairs in Uganda,
while keeping an up to date record of dip notes issued on the computer.
offices that need them for use by the Ministry of Foreign Affairs in Uganda,
while keeping an up to date record of dip notes issued on the computer.
· Work closely with the security
reception about incoming visitors by following up on phone directly with the
concerned State / USAID employee or section for further guidance on disposition
of the visitor.
reception about incoming visitors by following up on phone directly with the
concerned State / USAID employee or section for further guidance on disposition
of the visitor.
· Distribute mail and packages,
in the absence of the Mail Room Clerk and the Back Up.
in the absence of the Mail Room Clerk and the Back Up.
· Act as a backup Time Keeper for
Time and Attendance
Time and Attendance
· In charge of backing up and
updating the Mission Phone Directory list.
updating the Mission Phone Directory list.
· Perform any other duties as may
be assigned by the Supervisor.
be assigned by the Supervisor.
Qualifications, Skills and Experience:
NOTE: All applicants must
address each selection criterion detailed below with specific and comprehensive
information supporting each item.
address each selection criterion detailed below with specific and comprehensive
information supporting each item.
· The US Embassy Telephone
Operator/Receptionist should hold an A’ level secondary certificate with
secretarial skills at post-secondary level (minimum 2 years) with subjects in
Secretarial skills, office administration & Customer care.
Operator/Receptionist should hold an A’ level secondary certificate with
secretarial skills at post-secondary level (minimum 2 years) with subjects in
Secretarial skills, office administration & Customer care.
· At least two years’
receptionist experience is required.
receptionist experience is required.
· Working knowledge of clerical
procedures and correspondence styles, Mission structure and knowledge of who is
who among the chancery and GSO contacts in Kampala is required.
procedures and correspondence styles, Mission structure and knowledge of who is
who among the chancery and GSO contacts in Kampala is required.
· Excellent typing, computer
skills, ability to deal with the public, run the switchboard and handle
conflicting demands is required.
· Language Proficiency: List
both English and host country language(s) by level and specialization. Level
III English ability is required.
skills, ability to deal with the public, run the switchboard and handle
conflicting demands is required.
· Language Proficiency: List
both English and host country language(s) by level and specialization. Level
III English ability is required.
How to Apply:
All those interested in working with the US
mission in Kampala should send their applications and strictly adhere to the
following:
mission in Kampala should send their applications and strictly adhere to the
following:
- Download a completed and signed
Universal Application for Employment as a Locally Employed Staff, Download it Here. - Any additional documentation that
supports or addresses the requirements listed above (e.g. transcripts,
degrees, etc.)
Submit Application To:
Human Resources Office
By email at KampalaHR@state.gov
NB: Your
application will be reviewed if you have fulfilled all the requirements
including submission of standard file types such as Microsoft Word (.doc) and
Adobe Acrobat (.pdf) in a single attachment (No Zipped files, Links or Multiple
Attachments) and should not exceed 10MB. Please clearly indicate the position
number and title you are applying for on the DS-174 form.
application will be reviewed if you have fulfilled all the requirements
including submission of standard file types such as Microsoft Word (.doc) and
Adobe Acrobat (.pdf) in a single attachment (No Zipped files, Links or Multiple
Attachments) and should not exceed 10MB. Please clearly indicate the position
number and title you are applying for on the DS-174 form.
Deadline: 7th June 2016
The US Mission in Kampala provides equal
opportunity and fair and equitable treatment in employment to all people
without regard to race, color religion, sex, national origin, age, disability,
political affiliation, marital status, or sexual orientation. The
Department of State also strives to achieve equal employment opportunity in all
personnel operations through continuing diversity enhancement programs.
opportunity and fair and equitable treatment in employment to all people
without regard to race, color religion, sex, national origin, age, disability,
political affiliation, marital status, or sexual orientation. The
Department of State also strives to achieve equal employment opportunity in all
personnel operations through continuing diversity enhancement programs.