Fresher Administrative Assistant NGO Careers – Refugee Law Project (RLP)

Job Title:     Administrative Assistant
Organization: Refugee Law Project (RLP)
Duty Station: Uganda
Reports to: Manager, National Memory and Peace Documentation
Centre (NMPDC)
About US:
The
Refugee Law Project (RLP) is an outreach project of the School of Law, Makerere
University. Our Mission is to empower asylum seekers, refugees, deportees, IDPs
and host communities to enjoy their human rights and lead dignified lives.
Refugee Law Project’s work is currently structured in five thematic areas:
Access to Justice; Conflict, Transitional Justice & Governance (CTJ&G),
Gender & Sexuality; Mental Health & Psychosocial Wellbeing; and Media
for Social Change.
Job Summary: The Administrative Assistant is responsible for
administrative and office support activities, implementing administrative
systems, procedures, and policies, receptionist services and facilitating
correspondence, in order to ensure effective and efficient operations of the
Kitgum office.
Key Duties and Responsibilities: 
  • Administration:
    • The Administrative Assistant will
      produce and distribute correspondence memos, letters, faxes and forms as
      required; develop and maintain the NMPDC contact list(s);
    • Maintain office supplies by
      regularly checking stock to determine inventory levels; anticipating
      requirements; placing and expediting orders; verifying receipt; stocking
      items; delivering supplies to work stations;
    • Ensure that the office premises –
      inside and outside are always kept clean; ensure that RLP facilities,
      equipment and utensils are safe, clean, and in usable condition at all
      times and also ensure security to the kitchen by ensuring that non-staff
      don’t access it without his/her permission.
  • Reception:
    • Will also answer and direct phone
      calls to the concerned persons;
    • The incumbent will receive, direct
      and provide general support to visitors including responding to inquiries
      and ensure that all incoming and outgoing mails/parcels/correspondences
      are registered;
  • Finance:
    • Generate and submit requisitions to
      finance as required; disburse funds as approved and reconcile expense
      reports and accountabilities;
    • Receive and keep all monies paid to
      the organisation for any services and ensure that the safe and all that
      is kept in it are secure at all times;
  • Documentation and Archiving:  Support in maintain a filing system
    and securely archive all the administrative outputs in all forms and also
    assist other field staff with overflow work, including data entry and
    being a rapporteur as required;
  • Logistics: Maintain equipment by conducting
    preventive maintenance and troubleshooting failures and coordinate repairs
    to office equipment as required;
  • Others: Ensure that RLP’s rules and regulations are
    implemented with relevance to the activities as well as policies and
    procedures; participate in necessary meetings and reviews and perform any
    other tasks that may be identified or assigned.
     
Qualifications, Skills and Experience: 
  • The applicant for the Refugee Law Project
    (RLP) Administrative Assistant career placement should hold a Diploma in
    Business Studies, Social Work or Administration from a recognized
    institution
  • A minimum of two years’ work experience as a
    Secretary/Receptionist
  • Computer literacy applications i.e.
    proficiency in MS Word, Excel and Access
  • Excellent interpersonal skills in a work
    environment or similar customer/client care situation
  • Knowledge of any other local and/or any
    language used in refugee communities is an added advantage (Kitgum)
How to Apply:
If
you meet the above requirements and are interested, we encourage you to address
motivation letter and updated CV to the Human Resources Manager via E-mail to
recruitment@refugeelawproject.org. Please indicate the position applied for in
the subject line of the email. Copies of certificates should not be attached,
but will be requested for from short-listed candidates only.
Deadline: Friday 29th July 2016 by 5.00pm

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