Administrative Assistant No Experience Career Vacancy – African Prisons Project (APP)

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Organisation: African Prisons Project (APP)
Duty Station: Kampala, Uganda
About APP:
The African Prisons Project (APP) is a group of people passionately
committed to improving access to healthcare, education, justice and
rehabilitation for prisoners in Africa. We aim to restore the dignity of those we serve by helping to
provide humane conditions and services which help them to regain their dignity.
We build and refurbish prison medical and educational facilities to provide
innovative services and work to change the attitudes of the societies we serve
when it comes to criminal justice issues.
Job Summary: The Administrative
Assistant will carry out a wide range of administrative and office support
activities for the organisation and/or managers and supervisors to facilitate
the efficient operation of the organization.  The incumbent will offer an administrative
role for the programme section of the organisation ensuring that logistical
support, administrative requirements for this section is available.
Key Duties and
Responsibilities: 
1. General Administrative Tasks :
  • Work closely with the Admin team,
    responsible for data entry.
  • Research on local funders.
  • Take lead in the Procurement of office
    stationary and equipment.
  • Responsible for Public Relations work and
    updating the website.
  • Serve as the Document refiner and polisher.
  • In charge of grants reporting on
    Procurement under the different grants.
  • Cordially answer, screen and transfer
    inbound phone calls
  • Receive and direct visitors and clients
  • Responsible for performing clerical duties
    including photocopying, faxing and mailing
  • Maintain electronic and hard copy filing
    system
  • Retrieve documents from filing system
  • Process all requests for information and
    data
  • Resolve administrative problems and inquiries
  • Prepare and plan to deliver written
    responses to routine enquiries
  • Prepare and modify documents including
    correspondence, reports, drafts, memos and emails
  • Schedule and coordinate meetings,
    appointments and travel arrangements for managers or supervisors
  • Prepare agendas for meetings and prepare
    schedules
  • Record, compile, transcribe and distribute
    minutes of meetings
  • Open, sort and distribute incoming
    correspondence
  • Maintain office supply and inventories
  • Actively coordinate maintenance of office equipment
2. Human Resource responsibilities:
  • Significantly coordinate and maintain
    staff records, telephone use
  • Monitor and report on sickness, leave
    absences and other relevant staff issues.
  • Manage and oversee the volunteer process
    including liaising with the office in the UK, manage the stay of the
    volunteers whilst in Uganda working with field supervisors and when they
    leave Uganda.
Qualifications, Skills and
Experience: 
  • The applicant should be a Degree holder in
    a relevant field with proven information, communication and technology
    skills and knowledge in MS office applications.
  • Good working knowledge of operation of
    standard office equipment.
  • Working knowledge of clerical and
    administrative procedures and systems such as filing and record keeping
  • Knowledge of principles and practices of
    basic office management
  • Excellent communication skills – written
    and verbal
  • Good planning and organizational skills
  • Good problem assessment and problem
    solving skills
  • Skills in Information gathering and information
    monitoring
  • Attention to detail and accuracy
  • High degree of flexibility
  • High degree of adaptability
  • Customer service orientation
  • High team ethic
 How to Apply: 
If you so desire to join the African Prisons Project (APP) in the
aforementioned capacity, please send your updated CV to info@africanprisons.org
NB: Your CV shouldn’t
exceed 8 pages. Only shortlisted applicants will be contacted.
Deadline:  11th July 2014

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