Careers in NGO – Administrative Assistant at Hebrew Immigration Aid Society (HIAS)

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Organization: Hebrew Immigration Aid Society (HIAS)
Duty Station: Kampala, Uganda
Reports to: Finance and
Administration Assistant
About HIAS:
Hebrew Immigration Aid Society (HIAS) protects refugees—including women
and children, and ethnic, religious, and sexual minorities—whose lives are in
danger for being who they are. Guided by our Jewish values and history, we help
refugees rebuild their lives in safety and advocate to ensure that all
displaced people are treated with dignity, regardless of ethnicity, religion,
or place of birth.
Job Summary: The Administrative Assistant will be mainly
responsible for maintenance of an efficient office support function, including
but not limited to the petty cash management, procurement, mail, telephone and
communication operations, transport services, travel arrangements for project
staff visits. The incumbent will also be responsible for the smooth and
effective running of administrative requirements of all project operations.
Key Duties and Responsibilities:
  • Assist the Finance and
    Administration Assistant in activities relating to the fiscal and
    administrative management of the office;
  • Responsible for front
    office/reception management: guide and welcome visitors, man telephones
    including email etc; respond to enquiries, take/relay messages;
  • Ensure that the field
    offices run smoothly, specifically make timely purchases of stationery and
    other supplies in liaison with the Finance and Administration Assistant;
    assist in the handling of purchase requisitions, including obtaining
    quotations from vendors and process payments as required and assist in
    ensuring utility and statutory payments are up to date;
  • Dispatch mail-postal
    or hand deliveries including shipments/courier of documents and track
    movement of documents in and out of the field offices;
  • Perform general
    clerical duties to include but not limited to: photocopying, faxing,
    mailing and filing;
  • Ensure maintenance of
    office equipment including computers, copier, vehicle, generator,
    telephone etc.
  • The candidate will be
    the chief custodian of consumables and responsible for distribution to
    staff;
  • Keep and update
    inventory listing;
  • Process and manage
    petty cash;
  • Make travel, meeting
    and other arrangements for staff including assisting in logistical support
    and other support to facilitate travel and maintaining database for
    vendors;
  • Arrange local travels
    as required;
  • Assistant Finance and
    Administration Assistant to prepare supportive documents for accounting
    and reporting purposes;
  • Assist in preparation
    for meetings if called upon and take minutes of meeting and keep clear
    records of meetings;
  • Directly supervise
    support staff and indirectly supervise external service providers; and
  • Perform any other
    duties as required.
Qualifications, Skills and
Experience:  
  • The candidate should
    preferably hold a Bachelor’s degree in Business Administration,
    Development Studies, Bachelor of Commerce or any other relevant fields.
  • Experience
  • At least two years’ experience
    in an administrative position, including at least one year with an NGO
    setting.
  • Past exposure and experience
    working with refugees a plus.
Languages: Proficiency in English and Swahili.
How to Apply:
All suitably qualified applicants should send a cover letter and resume
to the address below or hand deliver to HIAS Central Office Address: Church
Road, Off Ggaba Road, Kansanga, P.O. Box 7626, Kampala – Uganda.
NB: Please clearly indicate “Administrative
Assistant – Uganda” on the envelope with the applications. Only shortlisted
candidates will be contacted.
Deadline: 29th August, 2014

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