Job
Position: Receptionist
Position: Receptionist
Reports:
Office Manager
Office Manager
Location:
IMB- Kigali Office
IMB- Kigali Office
Job
Purpose
Purpose
Under
the supervision of the Administr
the supervision of the Administr
ation and facilities Manager, the receptionist
will serve as the front office person of IMB. She/he is the first person to
receive and provide orientation of the guests and other IMB visitors. She
coordinates first entry of all external correspondences to the organization,
coordinate and monitor their rooting. She/he will work closely with the
Administrative Manager to ensure the office is kept in order and different
service providers are fulfilling their contractual responsibilities for a
better office working environment.
Specific
Responsibilities:
Responsibilities:
The
receptionist will :
receptionist will :
- Welcomes
visitors by greeting them, in person or on the telephone; answering or
referring their inquiries. - Directs
visitors by maintaining employee and department directories and giving
instructions. - Monitoring
logbook; issuing visitor badges. - Maintains
safe and clean reception area by complying with procedures, rules, and
regulations. - Receptionist
oversees the distribution of incoming and outgoing mail. - Receiving,
registering and distributing all invoices from suppliers - Receiving
and recording tender documents including bids andquotations - Help
visitors printing, photocopying and binding document - To
submit any official documents requiring type writing, printing and filing
to different offices on time. - Receive
and send documents (correspondences); especially letters, invitations,
invoices, etc and filing or recording them appropriately. - Participate
in all Kigali office staff meetings and ensure that minutes are done and
kept in appropriate files. - Perform
any other administrative tasks as may be assigned by the supervisor.
Qualifications
/ skills / abilities / experience needed:
/ skills / abilities / experience needed:
The
receptionist needs a great deal of skill to perform many tasks. A successful
receptionist must be both an excellent communicator and strong administrator.
She also must comfortably interact with individuals of all professional levels.
receptionist needs a great deal of skill to perform many tasks. A successful
receptionist must be both an excellent communicator and strong administrator.
She also must comfortably interact with individuals of all professional levels.
Education
University
degree in sociology/ social works, business administration, office management,
education, public administration with at least 3 years’ experience of similar
works.
degree in sociology/ social works, business administration, office management,
education, public administration with at least 3 years’ experience of similar
works.
Other
skills
skills
- Committed
to the PIH / IMB values and ethics - Ability
to operate common business equipment. - Good
command of computer and basic software including MS Office, internet - A
friendly and confident personality. - A
smart appearance. - Good
spoken and written communication skills. - Ability
to stay calm under pressure. - Good
organizational and interpersonal skills. - Ability
to read and interpret documents, communicate effectively, and follow
instructions.
How
to apply:
to apply:
If
you believe
that you are the right candidate for the above position, please submit your
application online using the PIH website by following this link:
you believe
that you are the right candidate for the above position, please submit your
application online using the PIH website by following this link:
Select
the appropriate job title, click on “apply to this position” and follow the
instructions. For the section “work authorization,” please select “unknown.”
Should you require any assistance, please email Human Resources at imbrecruitment@pih.org
the appropriate job title, click on “apply to this position” and follow the
instructions. For the section “work authorization,” please select “unknown.”
Should you require any assistance, please email Human Resources at imbrecruitment@pih.org
Applications
should be submitted not later than 8 September 2016.
should be submitted not later than 8 September 2016.
