Administrative Assistant NGO Careers – Kabarole Research and Resource Centre (KRC)

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Job
Title:         Administrative
Assistant
Organization: Kabarole
Research and Resource Centre (KRC)
Duty Station: Uganda
Reports to: Programme
Manager
About US:
Kabarole Research
and Resource Centre (KRC) is a well-established NGO operating in the Rwenzori
Region3 of Western Uganda. It was founded in 1996 with a research mission and a
long-term commitment to understanding the measures and drivers of poverty and
its solutions. KRC with support from WFP has since 2016 been working with
refugees and host communities in Rwamwanja, Kamwenge District and Kyangwali,
Hoima District of Western Uganda to implement the Agriculture Market Support
(AMS) program with an aim of strengthening capacities of the smallholder
farmers to transform their subsistence agriculture into commercial
production.This program achieved great milestone in terms of post harvest
handling and access to microfinace.
About WFP Program:
It’s from this
background that KRC is now planning together with WFP to implement a 3 years
AMS program in Kyaka II and Rwamwanja Refugee Settlements in Kyegegwa and
Kamwange District respectively. The programme aims at 1) strengthening
capacities of the smallholder farmers to transform their subsistence
agriculture into commercial production 2) increasing farmers access to
Government programmes 3) Strengthening farmers institutions in marketing and
finance access and 4) Building partnerships with Local Governments, private
sector and international agencies to improve service delivery.
Job Summary:  The Administrative Assistant will provide
secretarial, administrative and accounting services to KRC field offices in
Kyaka II and Rwamwanja refugee settlements in Kyegegwa and Kamwenge Districts
respectively.
Key Duties and Responsibilities: 
Administration
Tasks
  • Carry out general secretarial duties including minute taking, and
    circulating/follow up on relevant actions.
  • Organize and maintain the office diary of schedules and make arrangements
    for meetings.
  • Maintain oral communication with visitors, and all members of the
    unit and the stakeholders when requested and authorized by the responsible
    officer.
  • Maintain filing systems for incoming and out-going mails of both
    confidential and routine correspondence.
  • Tasked with maintaining proper storage and safety of administrative
    files to ensure that documents are rightly arranged filed and are without
    errors.
  • Draft correspondence as required by the supervisor.
  • Perform any other official duties assigned by the Supervisor.
Accounting Tasks
  • Prepare vouchers and requisitions on a weekly basis
  • Filling all project financial documents
  • Check the requisitions and vouchers to ensure completeness on a
    weekly basis
  • File the vouchers and requisitions on a weekly basis
  • Update the fuel database
  • Check completeness of fuel orders on a daily basis
  • Update the fuel database on a daily basis
  • Review logbooks on a weekly basis
  • Validate and reconcile fuel invoices from the service provider with
    fuel system reports on a monthly basis
  • Track accountabilities and ensure that staff have accounted       on time on weekly basis
  • Track and record administrative costs and expenses on weekly basis
  • Monitor asset usage and movements
  • Manage stores and stock records
  • Submit filled asset registers, transport reports, stock records and
    cash advance reports on monthly basis
  • Prepare and submit monthly, quarterly and annual financial project
    reports to responsible offices

Qualifications, Skills and Experience: 
  • The applicant must hold a good degree in Business Administration,
    Accounting, Commerce or any other related field in a recognized
    University. Certificate in office administration and management is an
    added advantage.
  • Three years of progressive experience in administration, transport
    management and accounting.
  • Extensive knowledge of Uganda’s refugee and host community context
How to Apply:
Application should
be sent to the Human Resource Manager, Kabarole Research & Resource
Center, plot 28,
Mugurusi Road, P.O Box 782, Fort-Portal and should include the following
Documentation:
  • A complete and signed application letter
  • A curriculum Vitae / Resume
  • Copies of academic Transcripts
  • Names, contact numbers and addresses of three (3) professional
    references.
Email to:
humanresource@krcug.org. Applications sent through other e-mails other than the
one indicated in this job advert shall not be considered.
Deadline: 23rd July 2018
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