Entry Level Administration Assistant NGO Jobs – World Vision International

Job Title:      Administration Assistant
Organisation: World Vision
International
Reports to: Administration
and Facilities Officer
Duty Station: Kampala,
Uganda
About US:
World Vision Uganda is a Christian Relief, Development and Advocacy
Non-Government Organization dedicated to working with children, families and
communities to overcome poverty and injustice. We currently work in over 41
districts in Uganda. World Vision is committed to the protection of children
and we will not employ people whose background is not suitable for working with
children. All employment is conditioned upon the successful completion of all
applicable background checks, including criminal record checks where possible.
“Our Vision for every child, Life in all its fullness. Our prayer for every
Heart, the will to make it so.”
Job Summary: The
Administration Assistant will support the Administration and Facilities Officer
through the provision of administrative support services to World Vision Uganda
and to facilitate in the conducive running of the administration systems at the
national office in line with the World Vision Uganda Policies and Procedures.
Key Duties and
Responsibilities: 
Logistics Services:
  • Prepare
    requisitions for supplies and services on behalf of the
    administration department
  • Receive, analyze and process services and
    supplies requisitions from other departments and projects to ensure timely
    delivery of services and items requested
  • The incumbent will process payments of
    outstanding invoices in a timely manner to avoid any disconnections and
    meet our contractual obligation to the suppliers and service providers.
  • Ensure that adequate stocks of
    administration routine user items and replenishment of all supplies are
    maintained at all times
Facilitation of Expatriate Staff:
  • Maintain a clear database to track
    international schools, manage and process payments of school fees on
    behalf of the expatriates. Ensure that renewals are made at the beginning
    of each school term
  • Maintain a database and proper filing
    system to ensure that all WVU expatriates have up to date documents
    during/for the rest of their contract periods with WVU.
  • Process renewals, permits, special passes
    and any other special passes and documents necessary within the required
    time on the staff arrival or expiration of the existing document
International and Local Travels:
  • Regularly review forms and invoices for
    staff travels for payment authorization
  • In charge of the facilitation of WVU staff
    and other support offices where required with VISA processing and
    requirement
Guest Relations:
  • Maintain an up-to-date database of all
    guests coming into the country
  • Support to division/Program Assistants in
    facilitation of the guests i.e. hotel reservations, confirmation of flight
    reservations among others.
Reporting:
  • Effective use of the administration
    activities work plan
  • Prepare and submit monthly reports to tract all activities in the
    department
 Qualifications, Skills and
Experience:
  • The prospective World Vision
    Administration Assistant employee should hold a university degree in any
    business- related discipline
  • A minimum of two years relevant experience
    in a similar position
  • Good computer skills and ability to write
    reports using MS Office packages
  • Excellent communication skills and be
    courteous in working with clients.
  • Fluent in English.
NB: This vacancy is open
to Ugandan nationals only.
How to Apply:
All suitably qualified candidates are encouraged to apply online by
visiting World Vision International’s e-recruitment jobs portal at the web link
below.
Please follow instructions on How to Create Account and Profile at
World Vision’s e-recruitment portal.  Qualified
female candidates are particularly encouraged to apply.
Deadline: 28th
August, 2016
For more of the latest jobs, please visit http://www.theugandanjobline.com or
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