The Ugandan Jobline

• Receive,
  announce and direct visitors to staff in the office in a courteous manner.
  Also, as requested, make appointments and take messages. Maintain record
  of visitors & staff travel information on Google drive.
• Maintain
  an updated staff and telephone list liaising with HROM as appropriate for
  staff updates. Regularly update and post on box.
• Maintain
  an updated vendors/partners/collaborating organizations and general office
  contact information.
• Actively
  coordinate conference room use and maintenance of conference room
  equipment’s.
• Perform
  data entry tasks upon request.
• Responsible
  for managing the printer/copier machines and coordinating with service
  vendors.
• Provide
  timely secretarial/administrative support to the Country Director and
  Deputy Country Director.
• Orient
  new staff to front desk operations.
• Issue
  to all newly recruited staffs and visitors emergency cards, modems and
  mobile phones as may be applicable.
• Emergency
  Contact information. Issue emergency contact cards staffs and visitors and
  maintain contact information on google drive.
• Office
  Keys: Issue and maintain a record of office keys distributed to staffs.
  Ensure that any losses are accounted for and compensations made by respective
  staffs/projects.
• Staff
  Identity Card printing, issuance and renewals.
• Work
  closely with the HROM to obtain ID numbers from the replicon for new long
  term staffs.
• Liaise
  with RA’s/FM’s for short term contractor staffs

• Ensure
  all petty cash transactions are handled as per IPAU procurement guidelines
  and that they are approved and recorded.
• Ensure
  timely reconciliation and replenishment of petty cash at hand.

• General
  staff meetings: Take
  minutes and circulate within two days of preparing. Send email reminders
  to staff regarding planned meeting schedules.
• Oversee
  Office Assistants arrangement of meeting /training venues. Ensure
  necessary equipment’s, refreshments and any other required services are
  provided as appropriate.
• Technically
  support in organizing staff functions such as end of year celebrations,
  luncheons or dinners for IPAU guests.

• Maintain
  inventory of office supplies, stationary requirements and accountability.
• Raise
  monthly purchase requisition for office supplies and stationary
  replenishments. And follow up with the Administrative Assistant prompt
  replenishments.

• Organize
  accommodation, transport and local communication for visitors in country.
  Render all logical support upon request.
• Ensure
  to retrieve IPAU equipment’s and assets temporary assigned to visitors
  that includes mobile phone and modem.
• Make
  hotel bookings and reservations promptly as instructed.
• Inform
  transport vendors to arrange for timely airport or other transfers.
• Ensure
  staff Identity Cards and for contractors are timely printed and
  distributed to staff.
• Ensure
  consistent filling of documents/records by hard and electronic files as
  appropriate.
• Perform
  any other tasks as assigned by supervisor.

• The
  applicant should preferably hold a Bachelor’s degree in Administration,
  Social Sciences, Business Management or equivalent.
• A
  minimum of three or more years’ experience in a similar position,
  preferably with an International organization
• Good
  knowledge and understanding of HR and Finance related work.
• Past
  exposure and experience/knowledge of USAID policies and procedures
  preferred.
• Possess
  the ability to work independently and to carry out assignments to
  completion within parameters of instructions given, prescribed, routines,
  and standard accepted practices.
• Ability
  to work under pressure, meet deadlines and set priorities, while
  maintaining a positive attitude and providing exemplary customer service
• Computer
  literacy skills i.e. proficient in the use of Microsoft Office Word and
  Excel.
• Ability
  to plan and take actions in order to ensure timely and efficient service
  delivery.
• Excellent
  communication and interpersonal skills.
• Ability
  to lead and to maintain effective working relationships in a multicultural
  environment with sensitivity and respect for diversity. Ability to
  interact effectively with internal and external counterparts at various
  levels.
• Ability
  to apply creative thinking to practical problem solving with an aim of
  improving service delivery.
• The
  person must be able to work with minimum supervision.

• Cover
  letter explaining interest in the position and fit for the role
• Updated
  CV/Resume
• Salary
  Expectations

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