Fresher Office & Administrative Assistant Jobs – Democratic Governance Facility (DGF)

Job Title:         Office & Administrative Assistant
Organisation: Democratic
Governance Facility (DGF)
Duty Station: Kampala,
Uganda
Reports to: Administration
& Logistics Manager (ALM)
About DGF:
Democratic Governance Facility (DGF) was established by eight of
Uganda’s International Development Partners including Austria, Denmark, EU,
Ireland, Netherlands, Norway, Sweden and the UK to manage coherent, harmonized
and coordinated multi-donor support to state and non-state actors aimed at
enhancing democratic governance in Uganda. It is based upon three components:
Deepening Democracy; Rights, Justice and Peace; and Voice & Accountability.
Job Summary: The Office
& Administrative Assistant is primarily responsible for receiving and
directing visitors and telephone calls to the respective officers within the
FMU as well as providing secretarial, clerical and administrative support to
DGF staff.
Key Duties and
Responsibilities:  
·        
The jobholder will receive, answer, and direct
all incoming calls to the respective recipients and handle callers’ inquiries
whenever possible taking the caller/visitor’s message in case needed DGF staff
is not available.
·        
Receive and guide visitors to the respective DGF
staff in a professional manner and ensure that all visitors coming into the
office sign the visitors’ record book.
·        
Ensure effective and timely cleaning of the
office by the contracted cleaning service providers, keep and maintain the
reception area in a clean and tidy order at all times.
·        
Keenly monitor and ensure that all telephone
lines & extensions are in proper working condition and maintain an updated
office telephone list.
·        
Support staff to photocopy, bind & scan
documents, as and when requested.
·        
Ensure that office equipment is engraved and
functional at all times and inform the Administration and Logistics Manager in
case of any faults. Ensure that the cameras, projectors, and laptops are always
fully charged, have updated licenses and antivirus, and are logged out when
staff need them and logged in when returned.
·        
Timely and adequately track usage of kitchen and
stationery stocks, filling in the usage details into the kitchen and stationary
stock templates, raising the stock quantities required for the next purchase to
the Administration & Logistics Manager.
·        
Contact the electrician and phone line engineers
when office lights and lines are faulty.
·        
The incumbent will also arrange for meetings and
ensure tidiness in the meeting rooms and ensure that refreshments such as
coffee and tea are in place.
·        
Receive, stamp, distribute newspapers
accordingly and photocopy/scan relevant newspaper cuttings appropriately as
directed by staff.
·        
In alignment with the Human Resource manual,
maintain confidentiality about DGF and DGF implementing partners.
·        
Other tasks as assigned.



Qualifications, Skills and
Experience:
·        
The ideal candidate must hold a Bachelor’s
Degree in Secretarial work, Office Management, Social Sciences or any other
related field.
·        
At least two years’ experience in preferably a
multicultural office environment.
·        
Excellent customer care skills with the ability
to welcome visitors with a smile.
·        
Extensive knowledge of reception management
& document management.
·        
Experience with MS Office suite.
·        
Excellent command of spoken and written English.
·        
Excellent interpersonal skills.
·        
Ability to pay attention to detail.
·        
Flexibility.
·        
High integrity and honesty.
·        
Excellent time keeping skills.
·        
Ability to multi task.
How to Apply:
All suitably qualified and interested candidates must send their
applications enclosing curriculum vitae, academic and professional certificates
along with the names and contacts of three referees. Applications should be
sent by post, courier, hand delivery or e-mail to The Director Executive
Recruitments, Future Options Consulting Ltd, 4th Floor, DTB Center, Kampala
Road, P.O. Box: 34934, Kampala, Uganda. Phone: 0393 265028/9, 0414-231204/206
Email: projects@futureoptionsug.com (Please include the title of the position
for which you are applying in the subject line of the email).
Deadline: 30th
October 2017 by 5:00pm
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