Fresher Diploma Office Assistant NGO Jobs – CARE International

Job
Title:           
  Office
Assistant
Organization: CARE
International
Duty Station: Uganda
Reports to: Administration
Officer
About US:
CARE International is a leading
global development and humanitarian organization. In 2014, CARE worked in 90
countries around the world, supporting 880 poverty-fighting development and
humanitarian aid projects, reaching more than 72 million people. CARE
International in Uganda (CARE) works with others to make a sustainable
improvement in the lives of the very poor, with a focus on women and girls. Our
current program focusses on women and girls’ economic rights, particularly
financial inclusion and governance of natural resources women and girls depend
upon, and on their sexual and reproductive health rights, including a life free
of violence. Our programming is guided by our core values of excellence,
accountability, respect, integrity and transparency.
Job Summary: The Office
Assistant is responsible for managing and providing high quality operational,
logistical, programmatic and administrative support to the different project
teams and CARE partners. The purpose of this position is to ensure that there
is efficiency and effectiveness in the administration services function through
cordial, timely, effective internal and external communication.
Key Duties and Responsibilities:
Provide administrative support
to the respective office ensuring that it is provided in an effective and
efficient manner
  • 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
Manage the front desk and
switchboard, scheduling and making appointments for visitors
  • 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
Manage the Petty Cash process
ensuring that all accountabilities are accurate and that all documentation and
practices are conducted in line with CARE Uganda’s guidelines.
  • 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
Monitor the health and safety
services provided at the Field Office
  • 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)
Participate in and provide
ongoing procurement and logistical support to the Field Office
  • 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
Maintain a project
documentation filing system that captures project implementation information
  • 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.



Qualifications, Skills and Experience: 
  • 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
How to Apply:
All applicants are encouraged
to send their application letters clearly articulating alignment with the above
profile and an updated detailed (CV) giving day time telephone contacts and names
and addresses of 3 (three) work related referees to ugarecruitment@care.org
Deadline: 30th January 2018
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please visit http://www.theugandanjobline.com or
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