Support Officer – Front Desk

SNV is a not-for-profit international development organization that applies practical know-how to make a lasting difference in the lives of people living in poverty. We use our extensive and long-term in-country presence to apply and adapt our top-notch expertise in agriculture, energy, and WASH to local contexts. SNV has an annual turnover of €130 million, over 1,250 staff in more than 25 countries in Asia, Africa, and Latin America. We are proud to be a not-for-profit organization that uses project financing to implement our mission. This requires us to work efficiently and to invest in operational excellence.

In its new Strategic Plan period (2019 – 2022), SNV will more explicitly aim for systems change during project preparation and implementation – by strengthening institutions and kick-starting markets that help many more to escape poverty beyond our projects. We will continue to position ourselves as a premium organization, with decentralized management. For more information on our operations in Uganda and SNV generally visit our website: www.snv.org

Front Desk management and support

• Receive and professionally attend to all visitors.
• Keep the reception area tidy and have up-to-date Promotional material ready for hand out.
• Operate the telephone switch board, fax machine and photocopier.
• Receive and timely dispatch all mail, messages, calls and maintain a register of same record.
• Follow up and update the absence board at the reception.
• Supports the finance office with documentation, by providing the required supporting documents for payments, scanning and photocopying documents as maybe required.

Fleet Management

• Manage the fleet at the regional office, including efficient vehicle allocation and daily move scheduling.
• In- charge of all fuel cards at the regional office.
• Compile monthly fuel, vehicle  repairs  and mileages, submit reports to the  PA and PM timely.

Travel:

• Book air tickets for all travels originating from the regional office in conjunction with the Country Office support officer.
• In-charge of all hotel bookings for the regional office staff and visitors.

Information management:

• Take minutes during team meetings.
• Keep and maintain an updated telephone use, and stationery stock records.
• Responsible for filing at the regional office.
• Manage the regional office electronic office calendar.
• Maintain and update region’s HR leave data and timely send the report to the HR at Country Office.

• Degree in Secretarial Studies or Business Administration.
• One year plus working experience in similar role in a busy office environment preferably in an INGO.
• Understanding of poverty and social impact
• Ability to think independently, analyze problems, and identify solutions.
• High degree of initiative, flexibility, reliability, discretion and willingness to learn.
• Cross cultural skills and management experience of multiple complex tasks.
• Excellent spoken and written English
• Good computer skills in MS-applications (Word, Excel, Outlook, Internet, Etc.)
• Customer care formal training is an added advantage

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