Job Title: Administrative
Assistant
Assistant
Organization: Hebrew Immigration Aid Society (HIAS)
Duty Station: Kampala, Uganda
Reports to: Finance and
Administration Assistant
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.
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.
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:
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.
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.
Assistant – Uganda” on the envelope with the applications. Only shortlisted
candidates will be contacted.
Deadline: 29th August, 2014
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