Duties and Responsibilities
Provide receptionist services, including welcoming visitors and directing them to the appropriate staff, as well as responding to phone callsOperate and maintain a variety of office equipment in the performance of basic office functions, e.g. photocopier, printer, scanner, etcPhotocopy a variety of documents and other materialsPrepare administrative correspondence, including memos and emails, as requested by the MDRecord, distribute and file in an efficient registry and filing system all incoming and outgoing correspondenceDisseminate relevant administrative and substantive documents to international /national staffReceive and format monthly information for the companyEnsure proper filing of all documents, both of administrative and program natureKeep an updated database of office contactsEnsure timely request and delivery of stationary and office supplies to the field officeEnsure that all documents awaiting distribution to other offices are dispatched in a timely mannerDevelop and maintain a weekly schedule of staff and vehicle movements.Assist with vehicle maintenance functions.Coordinate a variety of administrative duties (e.g. leave requests, meeting organization, travel requests, expense claims)Assist in the preparation and organization of programme events/workshops, as required, and provide logistical support to the programme teamIn coordination with the Kampala Administrative Officer and Head of Sub-office, assist in sourcing for quotations for procurement of service providers, workshop venues, material suppliesComplete other related tasks assigned by the MD
Provide general office and administrative support, including accurate and timely production and processing of documents and administrative requirements. Maintain accurate records and/or data. Appropriately apply relevant policies, guidelines, procedures and processes. Recognize and report data and other discrepancies.Establish effective working relationships with internal and external contacts at all levels.
CompetenciesProfessionalism – Knowledge of basic clerical functions. Ability to operate standard office equipment. Shows pride in work and in achievementsDemonstrates professional competence and mastery of subject matterIs conscientious and efficient in meeting commitments, observing deadlines and achieving resultIs motivated by professional rather than personal concernsShows persistence when faced with difficult problems or challengesRemains calm in stressful situations.
Planning and Organizing – Ability to establish priorities and to plan, coordinate and monitor own work plan; Demonstrated ability to apply good judgment in the context of assignments given;
Communication – Ability to speak and write in a clear and concise manner, including ability to draft a variety of reports, correspondence, etc.
Technological Awareness – Good computer skills, including proficiency in word processing, excel, spreadsheets, other and relevant software packages;
Teamwork – Good interpersonal skills; ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
Required Skills and ExperienceEducation: Completion of university education
Experience: At least 3 years of combined progressively responsible experience in related areas, i.e. human resources, general administration, financial administration etc .
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