Summary
Date Posted: Tuesday, April 19, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
Overview
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.


Job Experience: No Requirements

Work Hours: 8

Level of Education: High School

Job application procedure
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.

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