JOB VACANCY

POSITION : Receptionist Intern

Location : Kigali, Rwanda 

ITM Africa Ltd, an international company specializing in all HR solutions is assisting a client to recruit a Receptionist Intern

Purpose of role :

Receptionist Intern will serve as a positive first impression of the organization at all times, while handling the daily responsibilities of a receptionist with efficiency and ease. S/he will answer inquiries, provide relevant information to stakeholders, service providers and visitors, and maintain an organized front desk

What you will do :

Communication

• Responsible for receiving and management of visitors to the CO while ensuring visitors’ movements and accommodation needs are well coordinated and communicated appropriately.
• Attends correspondence and mailing activities of the office; receives and registers all incoming correspondences to the office, sorts out and distributes to the appropriate staff.
• Screens incoming telephone calls and transmit to relevant staff.
• Assist staff in placing long distance calls, register business or personal long-distance calls.
• Regularly update the Telephone Extension Directory for the office

Travel support

• Provides travel support to visitors, consultants, guests from both ‘the field’ and from ‘overseas’ Hotel bookings.
• Coordinates activities of visitors and work coordinate Administration briefing within 24 hours and ensure that visitors have received the visit package with 24 hours.
• Make a follow-up and arrange hotel reservation for staff and official visitors.

Admin & Office Management

• Report any damage and/or malfunction on the office utilities to the Log & Administration Officer and ensure that timely repair and maintenance is undertaken.
• Ensure that conference hall facilities are in order, clear and available for users as appropriate.
• Advice the Log & Admin Officer of any office repair and maintenance needs.
• As required, support in preparing standard letters for invitation letters for visitors and Administration letters.

Filing & Archiving:

• Work with the Log & Admin Officer to ensure proper filing of admin documents Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI)
• Understands and puts into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures.
• Ensures that all staff in the unit/function/department are properly inducted on and understands their role in upholding Plan International’s safeguarding and GEI policies;
• Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in day to day work.
• Ensures that Plan Rwanda contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted.

You will be a good fit if you have : 

• Must have a university degree in Secretarial studies, Business or Management studies.
• Must have working knowledge of office switchboard systems, preferably system being
• used by Plan International Rwanda
• Must be proficient in the English and Kinyarwanda Language, both spoken and written.
• Communication skills
• Good organizational and interpersonal skill
• Willingness to work extra hours
• Ability to work in a multi-disciplinary and multicultural environment
• Integrity
• Impartiality