VACANCY – Receptionist
ALIGHT works with its partners and constituencies to provide opportunities and expertise to refugees, displaced people and host communities – to better survive conflicts and crisis, and to rebuild lives of dignity, health, security and self-sufficiency. ALIGHT presently works in and with partners in seventeen countries globally. ALIGHT has consistently operated in Rwanda since the year 1994, and today has a strong and committed team of over eight hundred personnel who include full time staff, community mobilizers and incentive workers– implementing programs in Primary Health Care, Reproductive Health, HIV and Nutrition; also, Water, Sanitation and Hygiene, Shelter and general Infrastructure, Livelihoods/Economic strengthening, and Sexual and Gender Based Violence Prevention/ Protection. Our work in Rwanda currently covers all the refugee locations and their kind Rwandan-host communities. And we are always looking to expand and, jointly with our partners, offer lasting impact with and for the communities we serve! ALIGHT is looking for a qualified, self-driven and committed individual to join its team as Receptionist
PRIMARY PURPOSE OF THE POSITION:
As a Receptionist, you will be the first point of contact for ALIGHT. Ultimately, a Receptionist will ensure the front desk welcomes guests positively, and executes all administrative tasks to the highest quality standards. The receptionist will also coordinate front-desk activities, including distributing correspondence and redirecting phone calls
PRIMARY DUTIES & RESPONSIBILITIES
- Greet and welcome guests as soon as they arrive at the office;
- Direct visitors to the appropriate person and office;
- Answer, screen and forward incoming phone calls;
- Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)
- Provide basic and accurate information in-person and via phone/email;
- Receive, sort and distribute daily mail/deliveries;
- Distribute tender documents to applicants when tenders are open;
- Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges);
- Order front office supplies and keep inventory of stock;
- Update calendars and schedule meetings;
- Arrange travel and accommodations, and prepare vouchers;
- Keep updated records of office expenses and costs;
- Support on event preparation;
- Prepare Clearance letters to Minema and follow up;
- Work with Experience officer on Expatriate Visa Applications and follow ups;
- Prepare PRFs as requested and certificate of completion for vendors;
- Perform other clerical receptionist duties such as filing, scanning, Typing, photocopying, transcribing and faxing.
EDUCATION, TECHNICAL SKILLS & KNOWLEDGE REQUIRED:
- Proven work experience as a Receptionist, Front Office Representative or similar role;
- Proficiency in Microsoft Office Suite;
- Hands-on experience with office equipment (e.g. Landline, Fax Machine, Scanner and printers);
- Professional attitude and appearance;
- Multitasking and stress management skills;
- Solid written and verbal communication skills;
- Ability to be resourceful and proactive when issues arise;
- Excellent organizational skills;
- Demonstrated ability to read, write, and speak English;
- Should also be able to deal with emergencies in a timely and effective manner, while streamlining office operations;
- Should have a pleasant personality;
- Customer service attitude;
- High school degree; additional certification in Office Management is a plus.
KEY BEHAVIORS & ABILITIES:
- Initiative, resourcefulness and innovation;
- Strong participatory and interpersonal skills;
- Multitasking and time-management skills, with the ability to prioritize tasks;
- Smart and neat;
- Self-motivated and customer-oriented with a strong sense of personal ethic, integrity and quality.
- Ability and willingness to work in a fast stressing and fast rowing environment.
APPLICATION GUIDELINES : Interested and qualifying candidates should submit applications to ALIGHT Rwanda Country Director – to include 1 page Cover Letter, an updated CV (max. 3 pages), and three names (plus titles & contacts) of relevant professional referees, to include most current Employer/ Supervisor ( All in one document) – to the following email address only: RWJobs@WEAREALIGHT.ORG with the position applied for CLEARLY indicated in the subject line. The deadline for submission of applications is April 24th, 2022 at 17:00hrs. Only shortlisted candidates will be contacted. Due to the urgency to fill this role, applications will be reviewed on a rolling basis, with a quick decision expected once a suitable candidate is identified.
Alight is an Equal Opportunity Employer offering employment without regard to race, color, religion, gender, sexual orientation, gender identity, age, national origin, citizenship, physical or mental disability, or protected veteran status. Alight complies with all applicable laws governing nondiscrimination in employment.
