Job Title: Administrative Assistant
Organisation: Belgian
Development Agency (BTC)
Development Agency (BTC)
Duty Station: Kampala, Uganda
Reports to:
Administrative and Financial Officer
Administrative and Financial Officer
About BTC:
BTC
is the Belgian Development Agency which works with several Government
ministries which are implementing the bilateral cooperation between Belgium and
Uganda.
is the Belgian Development Agency which works with several Government
ministries which are implementing the bilateral cooperation between Belgium and
Uganda.
Job Summary: The Administrative
Assistant will primarily be responsible for a variety of administrative related
tasks and responsibilities.
Assistant will primarily be responsible for a variety of administrative related
tasks and responsibilities.
Key Duties and
Responsibilities:
Responsibilities:
- Receive visitors and make sure reception is
attended to at all times. - Manage incoming and outgoing mail (e-mails,
letters, etc); print copies if need be, register, file, transfer of
signatories. - Assist with the administrative organization of
missions (hotel reservations, travel documents, appointments, Visa, work
permits and availability of vehicles. - Manage general interest e-mails, write standard
letters and direct incoming calls. - Organize meetings (sending invitations,
reservations, etc) and drafting meeting reports. - Share reports / documents to persons concerned
(partners and projects). - Type certain letters / documents and send out
E-mail messages, memos and letters. - Offer general administrative support i.e. make
copies, scan documents, draw up and transfer certain forms, record CDs and
send faxes. - Input leave / holidays and mission days into
the central organizational schedule for BTC. - Manage petty cash transactions
- Responsible for stores management
- Prepare VAT claims and make VAT returns
- Prepare and monitor watchmen schedule
- Maintain records of all transactions and raise
necessary payments whilst ensuring proper coding and amounts as per the
allocated budgets. - Supervise the work of the drivers, guards and
gardeners. - Follow up on the use of water, electricity and
fuel on generator and maintain a record of monthly consumption to support
reimbursement and improve accountability. - Perform any other duties as assigned by
supervisor
Qualifications, Skills
and Experience:
and Experience:
- The applicant should hold a diploma or its
equivalent in a relevant study field. - He/she should hold have at least a short cycle
higher-studies (graduate) preferably in Business Administration - At least two to three years’ experience in clerical/accounting
and administrative tasks. - Good working knowledge of Microsoft Office
(Word, Excel, PowerPoint) - English proficiency
- Excellent interpersonal, communication skills
and good team player - Possess the ability to work under stressful
conditions.
How to Apply:
If
you believe you are the ideal candidate and desire a career in the Belgian
Development Agency, please send your application letter and resume / CV plus
copies of your academic certificates and three professional referees to: The
Resident Representative, BTC, P.O. Box 40131, Kampala, Uganda or hand deliver
directly to: Lower Kololo Terrace, Plot 1B, Kampala, Uganda. NB: Only shortlisted candidates will be contacted.
you believe you are the ideal candidate and desire a career in the Belgian
Development Agency, please send your application letter and resume / CV plus
copies of your academic certificates and three professional referees to: The
Resident Representative, BTC, P.O. Box 40131, Kampala, Uganda or hand deliver
directly to: Lower Kololo Terrace, Plot 1B, Kampala, Uganda. NB: Only shortlisted candidates will be contacted.
Deadline: Friday,
20th December 2013
20th December 2013
For
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