Job Title: Receptionist/Telephone Operator
The European Union (EU) is a unique economic and political partnership between 28 European countries that together cover much of the continent. The EU was created in the aftermath of the Second World War.
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The first steps were to foster economic cooperation: the idea being that countries who trade with one another become economically interdependent and so more likely to avoid conflict.
The result was the European Economic Community (EEC), created in 1958, and initially increasing economic cooperation between six countries: Belgium, Germany, France, Italy, Luxembourg and the Netherlands. Since then, a huge single market has been created and continues to develop towards its full potential.
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Job Summary: The EU Receptionist/Telephone Operator will significantly contribute to the achievement of the objectives of the Administration through pro-active support of the section.
Key Duties and Responsibilities:
1. Operational and Administrative Support and Resources – Secretarial Support:
- Cordially receive visitors to the Delegation
- Responsible for access control and assistance to Delegation visitors
- In-charge of Housekeeping and presentation of Delegation reception on the 15FR public access
- Implementing of security procedures on the admission of all persons and arranging the escorting of all visitors within the delegation
2. Operation of the Switchboard:
Answering incoming telephone calls
Making international calls
- Management of private telephone calls and faxes
- Drafting of notes and letters.
- Word processing
- Collection and dispatch of mail and courier pick-up and delivery services
- Ensure control of meeting room bookings
- Arrange internal meetings
- Work closely internally with other sections and externally at the highest levels.
- Assist in maintaining the Administration’s document classification, registration, filing and archive system in line within the Delegations standard archiving system
- Sit in for Section Secretary during absences
3. Operational and Administrative Support and Resources – Administrative and logistical support
- Organize missions
- Preparation of local purchase orders
- Ensure implementation of inventory procedures through use of ABAC Assets
- Control of stores
Qualifications, Skills and Experience:
- The applicant must have completed Higher education, preferably with a focus on secretarial activities
- At least three years’ relevant experience, preferably in an international environment
- The Receptionist should be a good team player, active, outgoing and cheerful.
- S/he will demonstrate a very high level of confidentiality and discretion.
- Possess skills in anticipating and resolving potential problems is essential.
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- The applicant should hold a pleasing personality is important as well as an ability to understand complex subjects quickly and respond appropriately.
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- Interaction production
- Detailed knowledge of additional EU Working languages or African local languages will be an advantage
- Knowledge of Office administration
- Good administrative rules and procedures of the Commission
- Skills in Mail processing and distribution
Language Proficiency: Fluency in both spoken and written English
Personal Competencies:
- Delivering Quality and Results
- Possess the ability to work in a proactive and autonomous way
- Client orientation
- Good drafting skills
- Capacity to deliver in a structured way
- Good at planning and organizing
- High personal initiative
- Drive for results
- Quick learner
- Ability to work in a team
How to Apply for the job:
All suitably qualified and interested candidates seeking to join the European Union Delegation in Uganda should send an application letter, a completed EU Standard Curriculum Vitae, download here, that must include three relevant referees, reference letter(s) of previous employment(s)and copies of education and training certificates addressed to:
Head of Delegation
European Union
Delegation to the Republic of Uganda
Crested Towers, 15th floor
Plot 17-23 Hannington Road
Kampala, Uganda.
Email: DELEGATION-UGANDA@eeas.europa.eu
NB: Please clearly indicate: Application – Receptionist/Telephone Operator in the subject of the E-mail.
Deadline: Friday, 13th June, 2014
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