Aug 16, IDI Makerere Administrative Assistant Jobs in Uganda

General Summary

The administrative assistant will provide Finance, Administrative, and Secretarial support to the CAMO-Net project, as appropriate. The administrative assistant will provide support to the Project Manager and CAMO-Net staff in the implementation of the project, managing and accounting of funds; manage communications within the CAMO-Net project and ensure proper documentation/utilization of any assets and equipment.

Key Responsibilities

Administration

Support day to day activities of the CAMO-Net project.

Schedule and coordinate all appointments and meetings for CAMO-Net staff and other stakeholders as required.

Collation of all documents for meetings of the CAMO-Net project.

Provide logistical support to CAMO-Net project in the implementation of activities in line with approved program work plans.

Provide support to the project manager in preparing meeting documents

Maintain the office petty cash.

Develop and follow up accountabilities for activity funds.

Provide general administrative and secretarial support to project staff, and to project consultants as appropriate.

To prepare and submit monthly administrative reports to the project manager.

To participate and support in planning and drafting of project activity budgets and workplans.

To manage transport requests; review fuel accountabilities and mileage log sheets; and timely submission of the reviewed accountabilities to fleet management.

Maintains a tracker of procurement requests, LPOs released and items received.

To maintain and update the project asset and equipment register.

Maintains a tracker of office supplies (stationary, office equipment etc.) and records of documents issued & received within the project.

To support in tracking and storage of key staff (HR) documents – timesheets, leave forms, insurance forms, contracts, overtime forms etc.

Filing and storage of project documents

To support in organization of all CAMO-Net project meetings, attend, and take minutes as appropriate.

Establish and maintain a manual and electronic filing/record-keeping system for easy storage and retrieval of all project documents, such as – SOPs, activity reports, HR contact information, and correspondence related to the project.

Person Specification

A Bachelor’s degree in Business Administration, Public Administration or other related fields.

Minimum of three years’ experience working in Administration in a public, private sector or international NGO environment

Excellent verbal communication, report writing, organization and management skills

Excellent interpersonal skills and can work in a team

Computer literacy with at least MS Office packages and internet

Proven abilities in project administration, including the prioritization of tasks, setting timelines and record keeping

Understanding of budget preparation processes

Outstanding secretarial skills, including advanced abilities in word-processing, spreadsheets, filing, and general computer use; knowledge of MS Excel, Word and other common software programs is essential

Excellent communication and interpersonal skills; strong writing skills are essential

Capability to perform difficult typing/word processing duties; knowledge of written communication formats and composition of such communications is crucial

Ability to work independently and with minimal supervision

How to Apply

For more information and job application details, see; IDI Makerere Administrative Assistant Jobs in Uganda

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