Receptionist and Administrative Assistant

Position: Receptionist and Administrative Assistant
Location: Kampala, Uganda
Reports to: Director of Human Resources and Administration

Position Overview
The Receptionist and Administrative Assistant will be the first point of contact for visitors and callers, providing exceptional customer service while supporting the Administrative Department and other teams as needed. This role requires discretion, confidentiality, and the ability to multitask efficiently in a dynamic work environment. If you are a highly organized, proactive individual with a passion for administrative support, this is the perfect opportunity for you to join our team.

Key Responsibilities
• Phone and Visitor Management:
o Answer the main telephone line professionally, screen calls, and direct them as appropriate.
o Greet and assist visitors, ensuring they are directed to the appropriate staff member.
• Mail and Deliveries:
o Receive, distribute, and log incoming USPS mail and deliveries.
o Manage outgoing mail and correspondence, ensuring timely delivery.
o Track and manage in-person incoming and outgoing checks, assisting with courier requests as needed.
• Financial Recordkeeping:
o Prepare, record, and deposit all cash receipts daily, ensuring accuracy and timely processing.
o Maintain accurate logs of deposits and transfers between accounts in Raiser’s Edge.
o Scan and file Finance-related documents, including invoices, expense reports, contribution checks, and payment backups.
• Inventory and Supplies Management:
o Monitor and maintain office and kitchen supply inventory, placing orders when stock runs low and verifying receipt of items.
o Order special items as needed and keep track of public transportation and parking orders.
• Administrative Support:
o Collect and process PTO requests and update absence reports.
o Update internal contact lists and distribute updates on staff phone extensions, birthdays, and anniversaries.
o Manage office equipment, ensuring functionality of copiers, scanners, and postage machines.
o Maintain the phone system, adding new lines, updating staff directories, and programming special greetings.
• Event Support:
o Assist with Foundation events, including managing RSVP lists, attending events, and offering registration support.
o Help with other event-related tasks as needed to ensure smooth operations.
• Backup Tasks:
o Provide backup support for acknowledgment letters and maintaining constituent records in Raiser’s Edge database.
o Log incoming contributions into an Excel spreadsheet and assist with other tasks as needed.

Qualifications
• Education: Bachelor’s degree preferred.
• Experience: Minimum of two years of experience in office administration or a related field.
• Skills and Abilities:
o Strong organizational skills and attention to detail.
o Ability to manage multiple tasks efficiently, prioritize, and problem-solve.
o Exceptional verbal and written communication skills.
o Excellent time management and ability to work independently and as part of a team.
o Proficiency in Microsoft Office (Outlook, Word, Excel). Knowledge of Blackbaud software (Raiser’s Edge, Financial Edge, NetCommunity) is a plus.
o Professional demeanor with outstanding customer service abilities.

Why Join Us?
This is a fantastic opportunity for someone who enjoys a variety of tasks and is eager to support a dynamic team. In this role, you will play a vital part in maintaining efficient office operations and ensuring a seamless experience for visitors and staff alike. You will have the chance to grow your administrative and customer service skills in a supportive and collaborative environment.