Job Title: Administration Assistant
Responsible to: Programme Manager Livelihoods
Organisation: Voluntary Services Overseas (VSO)
Job Purpose: To provide support to staff, volunteers, partners, and visitors and assist in the day to day running of the Northern Uganda Youth Livelihoods Programme (YLP).
Key Duties and Responsibilities:
1. Office Management
- Receive and direct incoming calls and greet visitors to office
Provide general information and assistance - Assists the Programme manager and Deputy Country Director with administrative and secretarial duties of the programme.
- Photocopy, bind, laminate documents and undertaken general administrative duties in the office.
2. Programme Administration
- In collaboration with key staff, support programme planning and management.
- Administratively support all programme staff, volunteers and partners.
- Organise meetings, taking minutes and distributing appropriately
- Develop and maintain a documentation system with up to date information for all partners and volunteers.
- Follow up on documentation including placement descriptions, volunteer CVs, partner acceptance letters, partner contracts as required.
- Make volunteer payments in conjunction with the finance team
- Supporting scheduling of Programme meetings.
- Working closely with Programme manager and Deputy Country Director, develop and coordinate plans for Programme visitors, working with logistics staff to make the necessary arrangements.
- With guidance from the Programme Manager, organize and coordinate all programme events, undertake all necessary documentation/reporting processes relating to these events.
- Develop and maintain a system to manage Programme documents and records.
- Degree in Business management or Administration or related professional qualification.
- Knowledge of Public Relations / customer service good practice
- Good written and oral communication in English
- Demonstrate commitment to delivering excellent admin, financial and organisational service
- Warm and welcoming personality
- Team player
- Flexibility to adapt to new situations, with a positive attitude to working in an international organization with progressive work standards.
- Commitment to VSO’s values
- Willingness and ability to develop an understanding of basic programmatic work within VSO
- Experience working with international NGOs
- Experience of database management and desktop publishing
- Knowledge of and ability to speak Luo is an added advantage
- Understanding of the role of international development and more specifically of volunteering in Uganda.
- At least 3 years administrative experience
- Excellent computer skills (word, Outlook, Excel, Power Point, internet)
- Ability to solve basic network IT problems and willingness to develop these skills.
- Excellent written and verbal communication skills (English)
- Experience of a demanding workload and ability to prioritize and effectively manage time in order to deliver high quality work to tight schedules
- Proven ability to build and maintain relations with colleagues, volunteers, VSO stakeholders, including managing difficult situations
- Good basic budgeting and cash management
- Constructive and creative approach solving
- Attention to detail
How to apply:
Please Visit this Job’s website and express interest after reviewing Job requirements and Send your application and copy of CV to: [email protected]
Deadline: 12th April, 2013
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