The Ugandan Jobline

• Tasked
  with checking PO Box regularly
• Receive,
  sort and distribute incoming correspondences
• Delivery
  mails as and when required to do so
• Ensure
  transit stores are well managed making sure work is done according to the
  set procedures
• Photocopying
  and scanning documents as needed
• Keenly
  monitor consumable levels and request for replenishments in time
• Proactively
  ensuring that goods and assets are delivered according to specification
  (correct recipient, location, time, appropriate packaging/in-transit care
  etc); linking in to the existing transport plan wherever possible to
  ensure cost effectiveness

• Receive,
  announce and direct visitors to respective staff in a courteous manner. As
  requested, make appointments
• The
  Office Assistant will receive incoming calls, place official outgoing
  calls, maintain updated directories and maintain complete telephone logs
  for outgoing calls
• Reconcile
  telephone bills of all office outgoing calls within 3 days of receipt and
  distribute the costs to the different projects/units
• Prepare
  disbursement requests for approval within 7 days with total telephone bill
  amount and receivables from specific projects/units and individual
  employees
• Keep
  the reception area in an orderly manner-including updated reading
  materials, clean and organized arrangement and easy access of visitors to
  CARE intended staff
• Prepare,
  track and file transmittals and waybills for outgoing mail
• Dispatch
  Field Office weekly pouch mail, receive and dispatch Office communication
  and provide follow up in case of missing mail through courier
• Coordinate
  and facilitate project communication-written, telephone, emails and
  internet
• Receive,
  deliver and when necessary respond to all communication for the Field
  Office by supporting the compilation and dissemination of correspondences,
  reports, communications and other project materials to project partners,
  government counterparts and implementing partners

• Represent
  CARE as the bank agent for CARE’s Field office bank account with the
  recognized organisation bank and ensure the activities are well executed
• Issue
  cheques to the vendors and pays allowances to workshop participants when
  required
• Receive
  requisition forms and checking to ensure that appropriate authorisations
  have been obtained and procedures followed
• Make
  petty cash payments against accurately completed petty Cash Vouchers with consideration
  of account distribution, amounts and approvals.
• Maintain
  and monitor an accurate reconciled petty Cash Ledger on a daily basis and
  balance daily transactions via the spreadsheet.
• Submit
  petty cash ledgers, vouchers and disbursement request to the CARE HQ
  Finance Department for review and approval and processing
• Request
  petty cash replenishment as and when there is a minimum balance and
  observe that there is no shortage of money in the till box at all times
• Tasked
  with the disbursement of petty cash according to CARE’s procedures; taking
  corrective action in case of non-compliance and reporting any problems to
  the Emergency Response Manager
• Ensure
  cash counts are conducted and duly signed with a “verifier” as
  per policy

• Ensure
  locking and unlocking of office building at the start and end of the day,
  and that keys are stored safely
• Work
  closely with cleaners so that they do not inadvertently damage any
  organisation property during cleaning/guarding (for instance not wetting
  electrical items; treating fragile items with care)
• Continuously
  guiding the Security guards to follow security policies and procedures (Field
  Office only)
• Regularly
  check perimeters at offices to ensure security (ensuring repair of any
  damage to fences and gates, regularly checking for overhanging branches
  and ensuring swift removal etc)

• Work
  closely with relevant unit heads and the Administration Officer at HQ for
  efficient logistical coordination of-travel itineraries, hotel & flight
  bookings, confirmation with hotels for staff and clients
• Solicit
  and store supply of stationery and other office supplies for the office,
  workshops and special events for the sub-office
• Supervise
  replenishment and usage of Admin Unit stationery, routine kitchen
  operation and other materials for the Field Office
• Supervise
  general CARE Uganda Field Office set up in areas of cleanliness, safe
  access by staff and visitors; organize provisions for meetings held at the
  office and general kitchen operations
• Initiate
  and follow-up on office repairs needed with external service providers to
  ensure that work is done and there is value for money
• Proactively
  ensuring that goods and assets are delivered according to specification
  (correct recipient, location, time, appropriate packaging/in-transit care
  etc); linking in to the existing transport plan wherever possible to
  ensure cost effectiveness

• Offer
  secretarial support to the Program unit and to projects’ related to
  workshops, meetings or seminars, including production, dissemination and
  documentation of the workshop reports
• Produce,
  update, disseminate, share and or receive documents, briefs, brochures and
  reports as requested, maintain copies for the projects on file and share
  copies as required with Consultants, CUHQ, partners, and CARE related
  visitors as requested
• Prepare
  all projects related reading materials in advance for new staff as per the
  orientation schedule
• Develop
  and maintain the filing system of the existing projects and open new files
  for the new projects. File all project documents for easy accessibility
  and institutional memory (updating both electronic and hard copy files)
• Follow-up
  activities in the monthly country office co-calendar of events to all
  project managers and staff for proper planning
• Support
  the staff in the compilation of PIR (Project implementation reports) by
  photocopying, binding and distribution to various stakeholders
• Establish
  a system for information sharing and monitor sub-office resource centre
• Manage
  the shared filing system (both electronic and paper based) of both project
  records and library/resource centre for quick references, accessibility
  and institutional memory
• Create
  and file new and upcoming information and updates staff at the sub-office
  of information updates at the resource centre. Update the shared drive and
  informs staff on this.

• The
  applicant for the CARE International Office Assistant job placement should
  an advanced certificate in Education (UACE) with two principal passes with
  a Diploma in Business studies.
• Two
  years of office experience or experience in a similar role
• Proficiency
  in the operation and use of office tools/ equipment; and an understanding
  of internal work processes, protocols and procedures.
• Ability
  to learn quickly and adopt to changing requirements in a work environment
• Excellent
  communication skills, fluency in spoken English and local languages for
  the region required
• Good
  customer care and self-presentation skills
• Dependability
  and attention to detail (verbal, written, telephone)
• Personal
  Competencies: Integrity
  & Results, Customer Focus, Drive for Results, Learning on the fly, Cross
  cultural Sensitivity, Cross Cultural Agility, Business Acumen, Negotiating

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