Administrative Assistant NGO Job Opportunities – WaterAid

Job Title:     Administrative Assistant
Organization: WaterAid
Duty Station: Kampala,
Uganda
Reports to: OD Coordinator
About Us:
WaterAid’s Vision is of a world where everyone has access to safe water
and sanitation. Our mission is to transform lives by improving access to safe
water, hygiene and sanitation in the world’s poorest communities, WaterAid
works with partners to maximize its impacts for policy change/influence.  WaterAid works through supporting local
organizations and government authorities to design low cost sustainable
projects using appropriate and affordable technologies that can be managed by
the community itself.  WaterAid also
seeks to influence the policy change through government and other key
international organizations to secure and protect the right of poor people to
safe, affordable water and sanitation services.
Job Summary: The Administrative
Assistant will mainly ensure effective and efficient planning and management of
administrative support function including responsibility for logistics,
documentation, travel, visitor management, accommodation facilitation and
upkeep and management of WaterAid’s property in Kampala.
Key Duties and Responsibilities:
Admin Support:
  • Supporting the Front Office to ensure that
    reception services including telephone calls, letters, e-mail etc. are
    provided in such a professional fashion that visitors are provided with a
    warm welcome and that their needs are swiftly met.
  • Ensuring that a high standard of
    secretarial service is provided to WaterAid including an efficient system
    for keeping all records.
  • See that all rental, utility bills,
    subscriptions or other service contracts
  • (photocopier, internet and other machinery
    servicing contracts) are renewed in a timely manner through maintenance of
    a holistic Administration work plan and monitoring schedules.
  • Supporting Finance to ensure that all
    valuable assets are insured and that all insurance policies are kept up to
    date.
  • Supporting Finance in the updating and
    maintaining of the fixed assets register, quarterly, and whenever new
    items are purchased together with ensuring that all valuable assets are
    branded, insured and that all insurance policies are kept up to date.
  • Ensuring that work is planned and
    organised, that admin related staff are given appropriate workloads and
    are clear about what is expected of them and are working effectively to
    meet their responsibilities
  • Preparing Administrative budgets and
    monitor budget variances Provide monthly and quarterly expenditure
    reforecast
  • Provide support in preparation of reports
    for internal and external use
  • Following up   on any Admin related advances given to ensure correct
    reporting and accountability
  • At all times acting according to the
    highest standards of professionalism and personal integrity in managing
    and overseeing the affairs of WAU
  • Undertake routine and periodical review,
    spot checks to ensure that the office, access, fixtures, equipment,
    facilities, leakages, Lighting are maintained and repairs are done in a
    timely manner. The whole office cleanliness and ambiance in all areas
    including the kitchen are kept to required standard as delegated to
    members of the team.
  • Prepare and have a work plan as well as an
    office improvement plan incorporating the health and safety, security
    measures as well as access and inclusion for discussions with the Line
    Manager.
Logistics Management:
  • As part of your support to the Finance
    team, support and coordinate all procurement process i.e. preparing
    purchase analysis, and local purchase orders and ensure storage of
    supplies.
  • Administer all agreements and contracts
    with Service providers.
  • Ensuring that logistic services are
    provided in a timely and reliable fashion (e.g. travel arrangements,
    conference venue bookings, meetings arrangements etc.)
  • Purchasing e-tickets for travel and
    facilitating the acquisition of all associated paperwork and rescheduling
    of flights for all international staff as per their plans.
  • Arrange for office space and other
    logistics requirements for all staff in the CP and to ensure the office
    space is fit for purpose
  • Taking the initiative in collecting
    feedback from staff and working to continuously improve the quality of the
    logistics service through staff satisfaction survey questionnaires and
    other feedback methods.
  • Responsible for managing and following up
    on CP visitors needs including per diem payments, finding their way around
    the country and CP among other needs
Transport Management:
  • Surveying the transport needs and ensuring
    that an effective system is in place to these needs of staff in the most
    cost-effective manner possible (e.g. by planning and tracking vehicle
    allocation, vehicle movements, vehicle utilisation, fuel consumption etc.)
  • Together with the drivers enable high
    quality maintenance, regular servicing of vehicles, generators and other
    mechanical equipment.
  • Ensuring that all vehicles in the WaterAid
    fleet are roadworthy and immediately advising if any problems are
    anticipated.
  • To provide team stewardship in a fast and
    revolving environment for staff to ensure effective delivery of
    operational support by:
  • Over all people management of the team based
    on their delegated roles and on WAU practices and guidelines.
     



Qualifications, Skills and
Experience:
  • The ideal candidate for the WaterAid
    Administrative Assistant employment opportunity must hold a Bachelor’s
    Degree or Post graduate degree in Business Administration/ office
    management or secretarial studies.
  • At least six years related experience
  • Extensive knowledge of office
    administration and management
  • Knowledge of air ticketing, immigration
    rules, training and workshop venues, office cleanliness, hygiene,
    gardening and ground keeping
  • Experience in procurement and logistics
    administration.
  • Secretarial and Computer Skills in MS
    Windows, Word, Excel, internet explorer, Outlook express or Microsoft
    outlook Competencies
  • Excellent communication skills, both
    written and oral and excellent relationship building skills
  • Desirable
  • Strong relationship building. Building and
    managing relationships with key stakeholders
  • Commitment to WaterAid’s Values and
    working style that exhibits our leadership behaviours.
  • Planning, Organising, analysis and
    Reporting
  • Good skills in public speaking,
    documentation and information management.
Personal Competencies:
  • Proactivity and practicing innovation and
    change.
  • Driven by Impact and results oriented
  • Team player
  • Inclusive and value for diversity
  • Personal Integrity
  • Flexibility
  • Thoroughness
  • Customer care
How to Apply:
All suitably qualified and interested candidates should send their
updated CVs and motivation letters to: WAUrecruitment@wateraid.org including
three work related referees. Emails should not exceed 2MB.
NB: In order to apply for
this role, you must be able to demonstrate your eligibility to work in Uganda.
Deadline: 19th
December 2017

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