DPF Customer Service Assistant Jobs in Uganda

DPF Customer Service Assistant Jobs in Uganda


Job Purpose

  • Provide general office administrative and secretarial support activities and preliminary information to people visiting the Fund premises.

    Responsibilities

  • Ensure that visitors are educated on the relevant Fund procedures and policies.

  • Transmit correspondences to customers and staff.

  • Schedule and manage staff appointments with clients or company representatives.

  • Petty cash management.

    Duties

  • Issues visitor passes where required.

  • Assists with protocol and events management as required.

  • Enrolls individuals to participate in Fund programs and notify them of their acceptance.

  • Takes clear and precise messages that display the specifics of what the caller needs from the individual the caller was trying to contact.

  • Warmly receive persons entering the establishment, determine nature and purpose of visit, and direct or escort them to specific destinations.

  • Answers inquiries and provide information to the general public, customers, visitors, and other of the Fund.

  • Operates telephone switchboard to answer, screen, or forward calls, providing information, taking messages, or scheduling appointments.

  • Schedules appointments and maintain and update appointment calendars.

  • Handles and resolves complaints and queries from customers or the public and provide accurate information.

  • Performs administrative support tasks, such as proofreading, transcribing handwritten information.

  • Receives payment and record receipts for services.

  • Analyzes data to determine answers to questions of various stakeholders.

  • Collects, sorts, distributes, or prepares mail, messages, or courier deliveries.

  • Keeps a current record of staff members’ whereabouts and availability.

  • Ensures that all calls are routed to the appropriate departments or persons.

  • Relays messages in a timely manner (through e-mail) to the concerned Fund staff.

  • Answers basic questions about the Fund and/or the Fund’s events/activities for callers who don’t need to be transferred to another extension. provide routine non-technical information using a reference guide.

  • Creates, maintains and continuously updates a directory of contacts – internal, as well as, national, regional and international institutions regularly contacted by the Fund. (i.e. extensions, telephone contacts, fax numbers, e-mails, country codes, etc.).

  • Maintains an up-to-date and current calendar of any happenings within the Fund, for example, major events launch in order to be able to provide basic information to callers.

  • Performs other work-related duties as assigned, within your scope of practice.

    Expected Output

  • Positive and excellent customer experience.

  • Efficient and timely services and transmittal of correspondences.

  • Impeccably and professionally managed
    reception area.

  • A comprehensive and up-to-date telephone directory.

  • Updated weekly calendar of the Fund’s activities.

    Competencies

    Technical Competencies

  • Excellent customer care skills.

  • Good standard command of spoken and written English.

  • Records management.

  • Professional telephone etiquette.

  • Competency in Microsoft applications including Word, Excel, and Outlook.

    Behavioral Competencies

  • Accountability and Dependability Takes personal responsibility for the quality and timeliness of work and achieves results with little oversight.

  • Transparency and Integrity Earns others’ trust and respect through consistent honesty and professionalism in all interactions.

  • Team Spirit and Collaboration Promotes cooperation and commitment within the team to achieve the Fund’s organizational goals and deliverables. Builds constructive working relationships characterized by a high level of acceptance, cooperation, and mutual respect

  • Adaptability and Flexibility Adapts to changing needs, conditions, and work responsibilities.

  • Self-Management and Thoroughness effectively manage own time, priorities, and resources to achieve goals. Ensures that work is complete and accurate and independently follows up with others to ensure that agreements and commitments have been fulfilled.
    Communication: Shares and receives information using clear oral, written and interpersonal communication skills.

  • Stress Tolerance and Tact Maintains composure in highly stressful or adverse situations, diplomatically handles challenging or tense interpersonal situations.

  • Employee Engagement and Enthusiasm Demonstrates commitment to the job, colleagues, the Fund and its mission by acting in ways that further the accomplishment of its goals.

    Minimum Qualifications and Experience

  • A first-class or upper second-class bachelor’s degree in secretarial studies, customer service and/or public relations, or related field from an accredited institution, is essential.

  • 3+ years’ work experience in customer care, receptionist or administrative assistant in a busy organization is essential.

  • PABX Operator Course, Contact Centre Management or any related program is desired.

  • Demonstrated proficiency of MS office packages is desirable.

    How to Apply

  • For more information and job application details, see; DPF Customer Service Assistant Jobs in Uganda



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