Administrative Assistant NGO Jobs – International Rescue Committee (IRC)

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Organization: International
Rescue Committee (IRC)
Duty Station: Kampala,
Uganda
Reports to: HR/Admin
Manager
About US:
The International Rescue Committee helps people whose lives and
livelihoods are shattered by conflict and disaster to survive, recover, and
gain control of their future. It was created by Albert Einstein more than 80
years and has been working in Uganda since 1998. It has particularly working in
the conflict zones where tens of thousands of people have been kills and over
1.6 million displaced. Following a peace agreement in 2006, Ugandans are
returning home and looking to rebuild their lives. The IRC is there to protect
women and children from violence and exploitation by fostering a safe
environment and encouraging education, and is supporting farmers and small
businesses, and helping communities promote peace and long-term development.
Job Summary:  The Administrative Assistant will support the
International Rescue Committee in the provision of day-to-day administrative duties
including clerical HR functions and general office management of the IRC
offices. 
Key Duties and Responsibilities:  
1.
Secretarial Tasks:
·        
Cordially attend to the office telephone, e-mail in
a professional manner and ensure timely distribution of mail/messages.
·        
Make sure that the front desk is fully functional,
guests and staff are professionally and ethically attended to at all times
·        
In charge of preparing mail pouches in a timely
manner.
2.
Office Support:
·        
In charge of maintaining Petty cash register and
ensure petty cash reconciliation.
·        
Manage IRC’s utilities identifying inconsistencies
in billing and follow up with service providers (UTL, MTN, Security, Water,
Electricity, Courier, garbage etc).
·        
Cash projections of the Human Resources/Admin
Department.
·        
Establish and maintain a good working relationship with
logistics to ensure all maintenance issues are dealt with in a timely manner.
3.
Support to the Human Resource/ Administration function:
·        
Manage the staff trainings in accordance with the Human
Resource Development Plan; monitor and track all IRC sponsored trainings, ensuring
all staff fill out training bonds, feedback reports and all related training
documents in total compliance with IRC’s policies and procedures and prepare
quarterly and annual reports.
·        
Act as the focal point person for immigration
related issues i.e. Visa processing for staff.
·        
Maintain and verify staff and dependent information,
database and forward to Health Insurance providers for card processing.
Register receipt of medical cards and distribute accordingly.
·        
Coordinate timely performance appraisals and
maintain an updated PME database for all staff.
·        
The incumbent will maintain personnel filing system
to ensure total compliance with HR records. This includes timesheets and leave
requests.
·        
Perform any other duties as assigned by the HR/Admin
Manager.
Qualifications, Skills and Experience:  
·        
The applicants for the Administrative Assistant vacancy
should preferably hold a University degree in accounting, social sciences,
management, administration or a related field,
·        
A minimum of three years’ experience in finance and
administrative functions, two years in a professional fast-paced office
environment.
·        
Excellent organizational, diplomatic and reporting
skills. 
·        
Strong office management experience. Strong computer
skills and ability to work under pressure.
·        
Detail oriented and possess the ability to handle
confidential information with Integrity.
·        
Very proactive and able to work independently.
·        
Excellent organizational skills.
·        
Excellent written and verbal communication skills
·        
Good computer skills; Microsoft Office and be able
to work on multiple tasks.
How to Apply:  
All suitably qualified
and interested candidates should send an updated CV, copies of certificates and
cover letter clearly indicating the position applied for to:  The Human Resource and Administration
Manager, International Rescue Committee, P.O. Box 24672 Kampala; OR
Email to:
UA-IRCJobs@Rescue.org.
Deadline: 28th July, 2015
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