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Administration and Finance Assistant Volunteer Opportunity – Haven Homes

Organization: Haven Homes
Duty Station: Kampala, Uganda
Reports to: Chief Executive Officer
About Haven Homes:
Haven Homes Uganda is a house help and personal care service agency that prides in keeping homes safe, clean and comfortable by placing experienced, highly trained and reliable domestic helpers and care. Established to help keep people’s homes, children and seniors safe, we make their homes a haven through helping people find a domestic helper that will assist them in any house duties. Haven Homes is pleased to announce Administration and Finance Assistant volunteer opportunity with a potential of full-time employment after one year of dedicated service.
Job Summary: The Administration and Finance Assistant will support Haven Homes Uganda by administering the client and service provider information and sales system and provide all other administration services for the Haven Homes service departments and staff. The administrator will be responsible for supporting administration and management of companies’ daily activities including secretarial work, managing correspondence from care specialists and clients.
Key Duties and Responsibilities:  
  • Provide secretarial assistance to the Chief Executive Officer by producing letters, memos, reports, spreadsheets, filing; and general administration for the agency.
  • Record/input booking for care specialists, releases, terminations, payments, reservations, cancellations, exchanges, hand-overs and legal completions onto the haven homes user platform.
  • Draft/Print/Produce all necessary documentation to clients and service providers and produce along with full customer details/choices and relevant letters and statements and update office (wall) charts as appropriate. Ensure the worksheets from supervisors are completed and kept up to date on a weekly basis.
  • Manage a daily expenses and incomes of the company using Manage accounting software.
  • The jobholder will also manage supplies and office expenses including stationery and utility bills.
  • Manage registering new recruits and clients; manage their bookings, payouts, records and complaints.
  • Manage company’s social media sites to promote the brand and answer all correspondences that come thru such sites.
  • Produce/amend standard forms for use on site and in the office to assist the agency operations. Ensure that all documentation in office is up to date.
  • Keep stock and order materials and stationery used by the company, and order uniforms/badges for care specialists.
  • Produce and collect all relevant information for inclusion in the Board Report.
  • Take telephone enquiries from prospective customers regarding both forthcoming and existing customers and care specialists; create a database for a mailing list.
  • Ensure familiarity with Haven Homes’ Health, Safety and Environmental policies and comply with employee responsibilities.
  • At all times comply with company policies, procedures and instructions.
  • Significantly contribute to improving the business and enhancing the reputation of the company by putting forward new ideas and by implementing change when requested to do so.
Qualifications, Skills and Experience:  
  • The applicant should hold a Post-Secondary Qualification in Business Administration, Accounting or Management preferably at Bachelors level.
  • Proven experience in a similar role in a non-profit, membership or training environment or small to medium business environment with about two years’ experience in finance and administration
  • Demonstrable supervisory experience of administrative staff
  • Previous experience in project management
  • Experience with IT administration working with computers and Internet
  • Demonstrated experience leading improvement and growing initiatives
  • Previous experience in providing general support in a small team, and an experienced team player
  • Good understanding of accounting principles including accrual accounting, reconciliations, general ledger journals, and accounting systems.
  • Good understanding of HR management and administration.
  • A high level of knowledge and competency in Microsoft Office especially Word & Excel
  • Confidence with use of computer networks.
  • Show commitment to the values of Haven Homes Uganda and respect for the different contribution of individuals within the staff team
  • Well-presented, good communication and negotiation skills.
  • Commitment to professional development,
  • Can communicate effectively with a wide range of people.
  • Can work autonomously, effectively managing workload without continual guidance
  • Energetic, willing and ‘can-do’ attitude
  • Ability to analyze situations and take corrective actions
  • Excellent quality, attention to detail, & organizational skills
  • Excellent numeric skills
  • Commitment to process of continuous improvement.
Benefits:  The position is on a volunteer basis with potential of full-time employment after one year of dedicated service to Haven Homes. Benefits would include all transport charges and incidentals. The opportunity is a great Launchpad to those seeking experience, employment and volunteer in this particular field to improve on their leadership and management skills. And grow with a new startup in Uganda’s private sector.
How to Apply:  
All suitably qualified and interested candidates should send their cover letters and resumes with three reputable referees to The Chief Executive Officer, Haven Homes Uganda, Plot 24, Kakungulu Rd, Ntinda with all documents as one PDF attachment to: calabashgroup.ug@gmail.com. Please don’t attach your academic documents or any other documents apart from those requested. Only successful candidates shall be contacted.
Deadline: 16th March 2016

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