Job Title: Front Desk/ Administrative Assistant
Organization: Uganda Local
Governments’ Association (ULGA)
Governments’ Association (ULGA)
Duty Station: Kampala, Uganda
Reports to: Operations/Administration
Officer
Officer
About US:
The Uganda
Local Governments’ Association (ULGA) is an Association for Local Governments
in Uganda that was formed in 1994 with the mandate to unite Local Governments,
and provide them with a forum through which to come together and give each
other support and guidance to make common positions on key issues that affect
Local Governance. ULGA carries out this mandate through lobbying, advocacy and
representation of Local Governments at local, National and International fora.
Its ultimate goal is to promote and build Democratic and Accountable Local
Governments capable of delivering Efficient and Sustainable Public Services to
the people of Uganda. Our current strategic focus is in the areas of lobbying
and advocacy; institutional strengthening; increasing services to members and
facilitating local economic development.
Local Governments’ Association (ULGA) is an Association for Local Governments
in Uganda that was formed in 1994 with the mandate to unite Local Governments,
and provide them with a forum through which to come together and give each
other support and guidance to make common positions on key issues that affect
Local Governance. ULGA carries out this mandate through lobbying, advocacy and
representation of Local Governments at local, National and International fora.
Its ultimate goal is to promote and build Democratic and Accountable Local
Governments capable of delivering Efficient and Sustainable Public Services to
the people of Uganda. Our current strategic focus is in the areas of lobbying
and advocacy; institutional strengthening; increasing services to members and
facilitating local economic development.
Job Summary: The Front Desk/
Administrative Assistant will assist the Operations/Administration Officer
through the provision of front desk administrative and Logistical support
services to ULGA in liaison with instructions from the OPS/Admin Officer in
line with organizational policies and procedures
Administrative Assistant will assist the Operations/Administration Officer
through the provision of front desk administrative and Logistical support
services to ULGA in liaison with instructions from the OPS/Admin Officer in
line with organizational policies and procedures
Key Duties and Responsibilities:
1.
Receive and Respond to all ULGA visitors’ inquiries, Phone calls and
correspondence to ULGA Secretariat Office in line with ULGA policies and best
practices:
Receive and Respond to all ULGA visitors’ inquiries, Phone calls and
correspondence to ULGA Secretariat Office in line with ULGA policies and best
practices:
·
Work closely with Departments for updated
Information about ULGA in line with requests from relevant stakeholders (staff
and/ or visitors)
Work closely with Departments for updated
Information about ULGA in line with requests from relevant stakeholders (staff
and/ or visitors)
·
Cordially attend to visitors in line with their
requests by leading them to the respective officers and answering their queries
Cordially attend to visitors in line with their
requests by leading them to the respective officers and answering their queries
·
Receive in-coming local/international calls and
transfer to individual offices in line with user requests and office
procedures.
Receive in-coming local/international calls and
transfer to individual offices in line with user requests and office
procedures.
·
Report faults on telephones/fax machine to be
repaired.
Report faults on telephones/fax machine to be
repaired.
·
Receive and send incoming and outgoing faxes and
ensuring documentation for audit purposes
Receive and send incoming and outgoing faxes and
ensuring documentation for audit purposes
·
The incumbent will coordinate the receipt of
external correspondences, distribute and account for all incoming and outgoing
correspondences
The incumbent will coordinate the receipt of
external correspondences, distribute and account for all incoming and outgoing
correspondences
·
In charge of filing of documents in Ops/Admin
department for safety and easy accessibility in line with best practices.
In charge of filing of documents in Ops/Admin
department for safety and easy accessibility in line with best practices.
·
Actively contribute to the quarterly update from the
OPS/Admin unit which is shared by the Ops/Admin Officer at periodic management
meetings
Actively contribute to the quarterly update from the
OPS/Admin unit which is shared by the Ops/Admin Officer at periodic management
meetings
·
Place adverts in the Media for various services and
make follow up to ensure that the LPO’s are signed for the adverts and the
adverts appear on the preferred day.
Place adverts in the Media for various services and
make follow up to ensure that the LPO’s are signed for the adverts and the
adverts appear on the preferred day.
2.
Schedule and coordinate external and internal meetings as per request from
different departments in line with organizational policies and procedures:
Schedule and coordinate external and internal meetings as per request from
different departments in line with organizational policies and procedures:
·
Make reservation for staff and visitors from
approved residential hotels and at office
Make reservation for staff and visitors from
approved residential hotels and at office
·
Call contractors to sign contracts for residential
workshops with the hotel owner and ensure they are signed by authorized ULGA
signatories
Call contractors to sign contracts for residential
workshops with the hotel owner and ensure they are signed by authorized ULGA
signatories
·
Receive meeting requests from staff, prepare meeting
schedules and communicate them to all staff indicating which meetings have been
booked / confirmed for the day
Receive meeting requests from staff, prepare meeting
schedules and communicate them to all staff indicating which meetings have been
booked / confirmed for the day
·
Organize meeting venues and break teas in liaison
with the service providers in line with meeting agenda
Organize meeting venues and break teas in liaison
with the service providers in line with meeting agenda
3.
Coordinate travel and itinerary arrangements for ULGA staff and approved ULGA
visitors line with approved travel plans, ULGA Policies and Procedures
Coordinate travel and itinerary arrangements for ULGA staff and approved ULGA
visitors line with approved travel plans, ULGA Policies and Procedures
·
Arrange for airport pick up and drop on
arrival/departure for both ULGA staff, relevant approved stakeholders and
International visitors
Arrange for airport pick up and drop on
arrival/departure for both ULGA staff, relevant approved stakeholders and
International visitors
·
Make accommodation reservations for ULGA staff and
approved local/international visitors
Make accommodation reservations for ULGA staff and
approved local/international visitors
·
Ensure that a vehicle is available for staff
travelling out station. In case there is none at the station, arrange hiring
from the pre-qualified service provider
Ensure that a vehicle is available for staff
travelling out station. In case there is none at the station, arrange hiring
from the pre-qualified service provider
·
Review fuel accountability and issue fuel coupons to
all ULGA drivers
Review fuel accountability and issue fuel coupons to
all ULGA drivers
·
Book, confirm and reconfirm tickets for both ULGA
staff and approved local/ international visitors
Book, confirm and reconfirm tickets for both ULGA
staff and approved local/ international visitors
·
Work closely with embassies for visa requirement and
make visa applications for staff travelling to various destinations
Work closely with embassies for visa requirement and
make visa applications for staff travelling to various destinations
4.
Office Security:
Office Security:
·
Coordinate security or its enforcement for ULGA, and
advise ULGA management on security enforcement procedures/ policies.
Coordinate security or its enforcement for ULGA, and
advise ULGA management on security enforcement procedures/ policies.
·
Coordinate security and support for special events
and train ULGA staff on basic security requirements and protocol.
Coordinate security and support for special events
and train ULGA staff on basic security requirements and protocol.
·
Manage the outsourced security staff/ team in line
with ULGA’s security policy
Manage the outsourced security staff/ team in line
with ULGA’s security policy
·
Keep custody and provide security of the ULGA office
equipment, keys in line with the ULGA Security guidelines
Keep custody and provide security of the ULGA office
equipment, keys in line with the ULGA Security guidelines
·
Develop and implement mechanisms for security
incident monitoring, tracking, reporting and management in line with ULGA’s
security policy
Develop and implement mechanisms for security
incident monitoring, tracking, reporting and management in line with ULGA’s
security policy
5.
Provide administrative support in the acquisition and disposal of office and
staff equipment and facilities:
Provide administrative support in the acquisition and disposal of office and
staff equipment and facilities:
·
Develop and lead the implementation of ULGA’s
facilities Management strategy in line with the ULGA strategy
Develop and lead the implementation of ULGA’s
facilities Management strategy in line with the ULGA strategy
·
Plan for and ensure effective maintenance of ULGA
premises in line with the approved facilities management plan
Plan for and ensure effective maintenance of ULGA
premises in line with the approved facilities management plan
·
Participate in the preparation and management of the
ULGA Ops/Admin budget
Participate in the preparation and management of the
ULGA Ops/Admin budget
·
The incumbent will also ensure that the premises
have adequate utilities and present the Utility bills to the Ops/Admin Officer
for forwarding to the finance team
The incumbent will also ensure that the premises
have adequate utilities and present the Utility bills to the Ops/Admin Officer
for forwarding to the finance team
·
Coordinate, monitor and periodically report on the
performance of the services provided at the ULGA facilities (e.g. Cleaning,
sanitary, catering/ kitchen, landscaping/gardening etc.)
Coordinate, monitor and periodically report on the
performance of the services provided at the ULGA facilities (e.g. Cleaning,
sanitary, catering/ kitchen, landscaping/gardening etc.)
·
Ensure that all ULGA work environmental issues are
adequately planned for and implemented in line with the facilities management
plan (e.g. energy saving, recycling, space management, health, safety,
equipment use etc.).
Ensure that all ULGA work environmental issues are
adequately planned for and implemented in line with the facilities management
plan (e.g. energy saving, recycling, space management, health, safety,
equipment use etc.).
6.
Lead the implementation of policies and standard operating guidelines for
general administration, transport and travel and provide administrative:
Lead the implementation of policies and standard operating guidelines for
general administration, transport and travel and provide administrative:
·
Periodically prepare and circulate vehicle usage
plans and prepare per diems and contingency funds for the drivers in accordance
with planned visits/ transport requirements
Periodically prepare and circulate vehicle usage
plans and prepare per diems and contingency funds for the drivers in accordance
with planned visits/ transport requirements
·
Follow up the maintenance of vehicles and maintain /
update a schedule of vehicle maintenance records, comprehensive insurance
renewal dates and logistical support to staff and visitors
Follow up the maintenance of vehicles and maintain /
update a schedule of vehicle maintenance records, comprehensive insurance
renewal dates and logistical support to staff and visitors
·
Arrange labour and funds for loading and off-loading
materials, and supervise loading
Arrange labour and funds for loading and off-loading
materials, and supervise loading
·
Develop and maintain records of stores and asset
management (including Delivery Notes and Goods Received Notes)
Develop and maintain records of stores and asset
management (including Delivery Notes and Goods Received Notes)
·
Prepare and submit periodic reports in regard to the
performance of the administration department as per the set departmental
targets in line with the directorate mission
Prepare and submit periodic reports in regard to the
performance of the administration department as per the set departmental
targets in line with the directorate mission
Qualifications, Skills and Experience:
·
The ideal candidate must hold a B.A. Secretarial
Studies, B.Sc. Secretarial Science and Administration, Office Management and
any other related degree from a recognized Institution or be in possession of a
Bachelor’s degree in Business Administration or Public Administration with post
graduate studies in related field
The ideal candidate must hold a B.A. Secretarial
Studies, B.Sc. Secretarial Science and Administration, Office Management and
any other related degree from a recognized Institution or be in possession of a
Bachelor’s degree in Business Administration or Public Administration with post
graduate studies in related field
·
Training in; Procurement and logistics management,
CIPS is added advantage
Training in; Procurement and logistics management,
CIPS is added advantage
·
Training in Book keeping and Records management
Essential Experience
Training in Book keeping and Records management
Essential Experience
·
At least two to three years’ practical experience in
Front Desk, Administration management (for Degree holders) and five years’
practical experience in Administration and Estates Management (For Diploma
Holders)
At least two to three years’ practical experience in
Front Desk, Administration management (for Degree holders) and five years’
practical experience in Administration and Estates Management (For Diploma
Holders)
·
Prior experience in implementing and monitoring
Electronic Document Management Systems
Prior experience in implementing and monitoring
Electronic Document Management Systems
·
Past exposure and experience of working in
multi-cultural environment
Past exposure and experience of working in
multi-cultural environment
·
Public procurement and disposal of public assets
Public procurement and disposal of public assets
·
Knowledge of procurement processes in DFID, USAID,
Donor funded projects and EU guidelines
Knowledge of procurement processes in DFID, USAID,
Donor funded projects and EU guidelines
·
Contracting for goods and services
Contracting for goods and services
·
Working knowledge and understanding of
Administration and Office practice
Working knowledge and understanding of
Administration and Office practice
·
Broad knowledge and understanding of Office security
management
Broad knowledge and understanding of Office security
management
·
Working knowledge of Occupational Health and Safety
requirements of the Uganda Labour Laws as well as standards.
Working knowledge of Occupational Health and Safety
requirements of the Uganda Labour Laws as well as standards.
·
Excellent planning Skills
Excellent planning Skills
·
Excellent interpersonal, communication skills
Excellent interpersonal, communication skills
·
Skills in fleet management
Skills in fleet management
·
Security management skills
Security management skills
·
Assets management skills
Assets management skills
NB: This is a re-advertisement so those who applied for these jobs in November 2015 don’t need to apply again.
How to Apply:
All suitably qualified and interested candidates should send a filled application form, Download Here, and send it to: [email protected]
Deadline: 11th January 2016
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