Heifer International Administrative Assistant Jobs in Uganda
Function
The Stimulating Agribusiness for Youth Employment Administrative Assistant, will be responsible for overseeing the general administrative aspects of the project office including managing the day-to-day operations of the office by undertaking tasks such as managing the calendar of the Project Director, preparing documents for meetings, scheduling and taking minutes for meetings. She/ He will be responsible for asset, facility, service contracts and fleet management.
She/ He will develop and implement procedures which promote administrative discipline to meet organizational goals as well as maintaining strong resources management controls as they relate to the project.
Essential Character Traits
Excellent organizational skills, detail-oriented, collaborative, communicates clearly, deadline-oriented, smart, welcoming, professional.
Responsibilities & Deliverables
Administrative support to the SAYE project office team
Manage communications at the project office; act as first point of call for all external communications including general email, and telephone enquiries.
Greet and sign in visitors, direct them to the appropriate destination and make them feel at home.
Handling all incoming and outgoing correspondences.
Ensure safety and security of the office and equipment.
Timely payment of bills i.e., electricity, water, security and rent among others.
Prepare Procurement requests, receive invoices/deliveries and prepare requests for payment fully backed up with support documents.
Respond to written, oral and electronic inquiries to include screening and prioritizing correspondence.
Facility maintenance, general cleanness of office and compound, repairs, and maintenance of assets.
Safety and security of assets and persons.
Meetings and events coordination
Well planned and coordinated external/internal meetings.
Coordinate room setup, décor, refreshments, and any other necessary logistics.
Prepare and distribute agendas and meeting materials.
Ensure that the boardroom is always arranged for meetings and support in organizing staff meetings, workshops, seminars and learning events.
Record and distribute minutes with clear actions for events and meetings.
Update and maintain the SAYE meeting calendar.
As HR Focal person, liaise with the Human Resource Manager to organize Quarterly Project Staff General Meetings.
Establish and manage SAYE documentation and data base systems
Filed SAYE legal documents and kept under key and lock.
A proper physical and e-filing system in place within the project office that ensures easy retrieval of documents.
All copies of incoming and outgoing SAYE project documents filed on their respective files as and when they come in.
Liaise with project Cluster offices to identify gaps in the administrative processes, propose changes or improvements to administrative systems/policies/practices to increase efficiency.
Support in scanning and upload of project documents.
Fleet management
Ensure proper and timely Maintenance of vehicles/Cycles and equipment’s.
Provide logistical support for all project travel.
Assign and manage vehicle allocations as needed.
Prepare & submit weekly vehicle movement plan.
Monitor vehicle usage using the logbook & GPS tracker, share monthly report with management.
Check vehicle logbooks & fuel station reports and prepare monthly fuel consumption report.
Coordinate fuel management including timely submission of fuel requests and accountabilities.
Provide leadership to Drivers to ensure effective management and use of the Vehicles.
Stores management
Receive and dispatch goods to staff and cluster offices in accordance with the policy.
Keep an accurate and up-to-date record of the store contents and inward and outward movement of goods in the Stores register and stock cards.
Monitor security of project storage and supplies.
Receive completed store’s request forms and prepare the goods for issuance.
Prepare a monthly inventory report outlining all stock movements and remaining balances.
On a monthly basis, work with the Project Accountant to reconcile the Stores register.
Undertake (documented) monthly and ad-hoc physical inventory checks.
Keep the storeroom clean and tidy.
May perform any other duties assigned by his/her supervisor of designee
Minimum Requirements
Bachelor’s degree preferably in office management and Secretarial studies or Business Administration plus three (4) years of related experience working in a similar position in a not-for profit organization.
Most Critical Proficiencies
Excellent organizational and time management skills.
Knowledge of the non-profit sector and the context to which non-profit organizations operate.
Exemplary customer care and administrative skills.
Strong problem-solving skills.
Strong English language skills – oral and written.
Knowledge and experience with word processing, spreadsheets, database, newsletter, and electronic mail software (Microsoft Office preferred).
Excellent keyboarding skills.
Essential Job Functions and Physical Demands
May require constant sitting, working at a computer for extended periods of time.
Excellent interpersonal skills with the ability to work cooperatively, tactfully, and diplomatically with a culturally diverse group of people.
Ability to produce accurate documents in a well-designed and attractive format with superior attention to detail.
May require occasional bending and lifting of up to 20 pounds (9 kilograms) floor to waist.
Ability to operate all standard office equipment including copiers, scanners, fax machines and printers.
Ability to establish priorities, achieve deadlines and make sound judgments.
Ability to perform as an effective team member and work cooperatively with a diverse staff.
Ability to work independently and perform multiple tasks with minimal supervision.
Constant telephone, face-to-face and electronic communication with colleagues and the public.
Ability to maintain confidentiality and to work with minimal supervision.
How to Apply
For more information and job application details, see; Heifer International Administrative Assistant Jobs in Uganda
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