The Institute of Professional Studies Kampala stands as Uganda's premier destination for professional education and development. We're committed to delivering world-class education while fostering innovation, cultural diversity, and professional excellence throughout East Africa.
BE THE FACE OF EXCELLENCE
Are you a dynamic professional who thrives in fast-paced environments? Do you have a passion for creating exceptional first impressions while supporting academic excellence?
IPSK is seeking a dynamic and professional Front Desk Officer to serve as the welcoming face and first point of contact for our prestigious institute. This pivotal role combines traditional reception excellence with modern administrative support, requiring a brand ambassador who embodies our commitment to academic excellence and professional service.
As our Front Desk Officer, you'll be instrumental in creating positive first impressions while managing complex administrative operations that support our academic community of students, faculty, and stakeholders. This position offers an opportunity to work at the intersection of student services, executive support, and institutional operations in Uganda's leading professional education environment.
Reception & Client Relations
- Primary Contact Management: Serve as the first point of contact for all inquiries from students, faculty, staff, and external visitors
- Visitor Experience: Welcome and professionally direct guests, determining visit purposes and escorting them to appropriate destinations
- Communication Hub: Operate multi-line telephone systems to efficiently handle, screen, and route calls
- Customer Service Excellence: Address visitor inquiries with professionalism and courtesy, resolving complaints within the scope of authority
- Facility Oversight: Maintain the reception area and institute premises to the highest standards of cleanliness and organisation
Administrative Support
- Executive Assistance: Provide comprehensive administrative support to the Academic Registrar and Principal, including calendar management and appointment coordination
- Meeting Coordination: Arrange meeting room reservations, catering services, and travel bookings for senior leadership
- Document Management: Draft, review, and proofread official correspondence and institutional documents
- Mail & Communications: Efficiently manage incoming and outgoing mail, messages, and courier deliveries
- Meeting Support: Serve as secretary for general staff meetings, including preparation and documentation
Data Management & Technology
- Records Administration: Maintain accurate filing systems through systematic retrieval, storage, compilation, and updating of institutional records
- Contact Database: Keep current contact information for collaborative partners and institutional stakeholders
- Access Control: Assist in issuing guest passes and employee identification cards
- Digital Proficiency: Utilise Microsoft Office Suite for presentations, reports, and various administrative tasks
Institutional Support
- Student Services: Participate in administrative processes supporting student recruitment and program delivery
- Event Coordination: Support institutional events and special programs
- Cross-functional Collaboration: Work effectively with diverse teams across academic and administrative departments
Education & Experience
Essential Requirements:
- Bachelor's degree in Office & Information Management, Business Administration, or a related field
- At least 3 years of practical experience in administrative roles within public or private sector environments
- Proven ability to manage busy schedules with multiple administrative duties
Preferred Qualifications:
- Knowledge of Oil and Gas Management (beneficial given IPSK's focus areas)
- Progressive experience at reputable educational or professional institutions
Technical Knowledge or Skills
Core Competencies:
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Strong database management and CRM skills
- Expertise in email and internet navigation
- Excellent written and verbal communication skills
Preferred Skills:
- Experience with presentation software and report writing for diverse audiences
- Fluency with modern office management systems and digital workflows
Personal Attributes
- Interpersonal Excellence: Outstanding ability to interact with diverse stakeholders, demonstrating patience, tact, and diplomacy
- Cultural Intelligence: Appreciation and accommodation of cultural diversity in a multicultural academic environment
- Discretion & Confidentiality: Ability to handle sensitive information with complete confidentiality and professionalism
- Conflict Resolution: Skills in de-escalating difficult situations and resolving customer concerns
- Professional Presentation: Impeccable grooming standards and professional demeanour
- Organisational Skills: Strong ability to prioritise, plan, and manage multiple tasks efficiently
- Emotional Intelligence: Empathy when dealing with students, staff, or clients who may be experiencing challenges
Working Conditions & Expectations
Reporting Structure:
- Reports to: Academic Registrar
- Interfaces with: Students, Faculty, Staff, and External Clients
- Supervision Responsibilities: None
Performance Timeline:
- Probationary Period: 3 months
- Full Effectiveness Expected: 6 months
Work Environment:
- Fast-paced academic institution setting
- High-volume public interaction
- Professional office environment with modern facilities
READY TO MAKE YOUR MARK?
Join IPSK and become part of Uganda's educational transformation!
Send us your complete application package:
- Comprehensive CV showcasing your administrative excellence
- Cover Letter explaining why you're perfect for IPSK
- Relevant Certifications demonstrating your qualifications
Email: hr@questenergyug.co
Subject Line: "Front Desk Officer Application - [Your Name]"
Applications close: 27th August 2025
IPSK is an equal opportunity employer committed to diversity and inclusion. We encourage applications from all qualified candidates regardless of race, gender, religion, or background.
