The Ugandan Jobline

• Coordinate
  CD’s relationships with key collaborators and donors. Prepare for and
  brief CD prior to events regarding important developments and follow-up on
  resulting action items. Track and help prioritize activities within Relief
  International that require CD’s attention.
• Providing
  necessary administrative support including maintaining effective filing,
  scanning, photocopying, archiving and record keeping systems, both paper
  and electronic of reports and other materials.
• Efficiently
  arrange for meetings/workshops, collate documentation and information to
  support these meetings, and where required preparing minutes and other
  relevant reports/documentation in a timely manner
• The
  incumbent will also manage the daily staff location updates and ensure
  this is communicated to the CD on a daily basis.
• Prepare
  a variety of correspondence, reports, forms, proposals, concept papers,
  etc. using prescribed formats and assuring that such documentation is correct
  in form and style.
• Handle
  a complex calendar and many scheduling demands on behalf of the CD
  including coordination of CD/RDs domestic and international travel
  arrangements.
• Prepare
  all expense reports for the Country Director /in adherence with internal
  policies and deadlines

• Assist
  in the logistical arrangements of meetings/workshops and conferences by
  coordinating travel and accommodation arrangement including flight
  bookings and visas for teams and follow up paper work (e.g. Expenses)
  working closely with Programmes, Operations(security) ,HR , Finance and
  logistics.
• Work
  in close collaboration with Logistics, manage Kampala office environment
  and equipment to ensure a safe and effective office.
• Assist
  the teams in sourcing for travel documents and work permits for the region
  and field offices working closely with HR and other departments.
• Prepare
  a variety of correspondence, reports, forms, proposals, concept papers,
  etc. using prescribed formats and assuring that such documentation is
  correct in form and style. Craft and deliver both written and verbal
  presentations as required within the job remit.
• Support
  other staff by providing advice and guidance in handling organizational
  and administrative tasks for which the office is responsible for; this
  includes office systems and procedures to expedite work flow.
• Providing
  technical support to all staff on trouble shooting IT issues as well as
  escalating technical issues to the IT teams in HQ.
• Organize
  hotel bookings, airport pickups, and field transportation for RI Uganda
  International visitors and CD.
• Manage
  day to day operations of Kampala office

• Support
  the CD and HR in recruitment and other HR functions from time to time.
• Support
  and host visitors from the region, HQ and elsewhere by arranging
  inductions and other programs for them ensuring high level of care.
• Provide
  support in periodic review of various policies, manuals and administrative
  guidelines working closely with programmes, HR, finance and Logistics
• Any
  other duties delegated by the Country Director.

• The
  ideal candidate for the Relief International Administrative Officer should
  preferably hold a Diploma in Business Administration or equivalent
  qualification
• A
  minimum of two years of proven administrative experience in the role of
  Personal Assistant and/ or Administrative Assistant
• Excellent
  written/oral communication and listening skills, with excellent written
  and spoken English
• Must
  be able to communicate with tact, judgment, empathy and energy.
• A
  highly confidential approach to handling sensitive data and issues.
• High
  level of tact and diplomacy and the ability to use appropriate styles and
  methods of communication to ensure a professional yet personal customer
  service
• Excellent
  computer skills (MS-Word, MS-Excel, MS-PowerPoint, Internet, E-mail) IT
  trouble-shooting experience an added advantage
• Ability
  to work well with others in a multicultural set-up (working effectively
  with others) and (following and supporting others)
• Ability
  to build effective working relationships with others at all levels of the
  organization
• Ability
  to organize multiple tasks, prioritizing and delegating appropriately and
  saying “no” or finding alternative solutions when appropriate
• Manages
  own time on the whole, and some conflicting priorities without upward
  referral
• Demonstrates
  adaptability and flexibility in all aspects of working
• Anticipates
  outcomes of activities and uses initiative to keep these activities on
  course
• Proven
  ability to remain calm, focused and organized and to deliver results on
  time when under pressure and with rapidly changing circumstances.

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