Fresher Non-profit Jobs – Administrative Assistant at Twaweza

Organization: Twaweza
Duty Station: Kampala,
Reports to:
Administrative Officer
About US:
Twaweza is an independent East
African initiative that was established in 2009 by Rakesh Rajani, a Tanzanian
civil society leader who founded HakiElimu and served as its first executive
director until the end of 2007. Twaweza’s approach and theory of change is
built on the lessons from the HakiElimu experience, as well as wide ranging
conversations across East Africa conducted through 2008 and a review of the
literature. Hivos provided the incubation space for Twaweza’s development, and
currently houses the initiative before it becomes fully independent by 2014.
Hivos is registered in Kenya, Tanzania and Uganda as a non-profit company
(company limited by guarantee with no share capital).
Job Summary:  The Administrative Assistant will be a focal
person who attends to visitors who wish to know what Twaweza does and provides
the first chance for outside people to receive an impression of the
organization; you will manage filling, mail dispatch, purchase of office
supplies; office building and equipment and repairs, photocopying and other
administrative support.
Key Duties and Responsibilities: 
  • Receive
    and attend to all visitors, partners and other clients visiting the
  • Effectively
    and efficiently manage the telephone switchboard.
  • Correspondence:
    To ensure that all mail and other office correspondence delivered and
    received are accounted for and distributed accordingly to the right
    officials in the organization. To be the custodian of the postage stamps.
  • Filling
    of documents: To support the Administration unit by filing documents
    correctly and in a timely manner.
  • Office
    Ambiance: Ensure that there is comfortable ambiance at the office – that
    pictures, plants and wall hangings, office furniture and fixtures etc. are
    properly arranged to facilitate a conducive working environment.
  • Ensure
    that office premises are in good state for repair and maintenance at all
    times through liaison with landlord and service workers.
  • Ensure
    that all office equipment (computer, scanner, photocopy machine, vehicle
    & generator) are well maintained and operating optimally.
  • Ensure
    that all office repairs of furniture, AC, Sewage and any related
  • Ensure
    that office vehicle is properly serviced and maintained.
  • Managing
    and maintain store inventories of fuel, consumables, stationary and
  • Ensure
    that the Twaweza offices and its environment are clean, including liaising
    with the Cleaning Company.
  • Ensure
    that all utilities are functioning optimally (water & electricity).
  • Ensure
    that fire protection systems at Twaweza are in place including fire
    extinguishers, security alarms, fire suppression etc.
  • Compile
    and submit timely and accurate monthly report for repair, fuel, utilities,
    consumables, and stationaries.
  • Actively
    participates in meetings and sessions as needed including staff wellbeing
  • Support
    colleagues in Ops unit to undertake their tasks.
  • Successfully
    implement above responsibilities and assigned activities in work plans and
    budgets, consistent with Twaweza Policies.
  • Actively
    contribute effectively to planning, monitoring, reporting and information
    dissemination of Uwezo’s/Twaweza’s work.
  • Collaborate
    with Twaweza staff across units and countries in a spirit of mutual
    respect and cooperation to get things done.
  • Regularly
    communicate your work through active use of internal platform
    (SalesForce), electronic calendar (Gcal) and being accessible on
    electronic chat (Skype) as per Twaweza requirements.
  • Participate
    actively in organization-wide learning and other joint activities.
  • Comply
    with and foster adherence to the established Twaweza values, policies,
    regulations, guidelines and procedures.
  • Perform
    any other lawful tasks required by the Administrative Officer, respective
    Director and/or Executive Director.
Qualifications, Skills and Experience: 
  • The
    candidate should hold at least two years administrative and / or logistic
  • Past
    experience of working in office or other work environment that involves
    managing logistics and reports.
  • A
    minimum of three or more years driving experience and a clean driving with
    demonstrated safety record.
  • Possess
    excellent organizational skills, ability to take initiative and solve
    problems/deliver results on time.
  • Proficiency
    in spoken and written English.
How to Apply: 
All candidates are strongly
encouraged to send their applications including an updated CV (max 4 pages) to: with a cover letter
explaining your interests/motivations to work for Twaweza, and two samples of
your written work and names of three referees, in MS Word or PDF file. In the
subject of your email write your name and the position you are applying for.
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