Fresher Administrative Officer Non-profit Jobs – Relief International (RI)




Job Title:         Administrative
Officer
Organization: Relief
International (RI)
Duty Station: Kampala,
Uganda
About US:
Relief International is an
international nonprofit organization whose sole mission is to reduce human
suffering. We respond to natural disasters, humanitarian emergencies and
chronic poverty. Relief International combines humanitarian and development
approaches to provide immediate services while laying the groundwork for
long-term impact. Our signature approach — which we call the RI Way—emphasizes
local participation, an integration of services, strategic partnerships, and a
focus on civic skills. In this way, we empower communities to find, design and
implement the solutions that work best for them.

Job Summary: The Administrative Officer position coordinates and
performs professional and special project functions to support the Uganda
Country Director. Oversees and manages the flow and exchange of information,
streamlines interactions with key constituents, and facilitates initiatives on
behalf of the Country Director. Work requires a high level of discretion and
often requires the use and handling of confidential or otherwise sensitive
information in a professional manner. The position works with staff at all
levels in RI as well as external contacts, including donors and other NGOs.
Key Duties and Responsibilities: 
Support to the Country
Director- Uganda.
  • 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
Administration and team
support
  • 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
Human Resources
  • 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.


Qualifications, Skills and Experience: 
  • 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.
How to Apply:
All candidates are encouraged
to Email their updated CV and cover letter to UgandaRecruitment@ri.org. Please
kindly include the name of the position in the subject line of the email.
Deadline: 3rd May 2018
For more of the latest jobs,
please visit http://www.theugandanjobline.com or
find us on our facebook page https://www.facebook.com/UgandanJobline

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