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Fresher Administration Assistant NGO Job Opportunities – World Vision International

Job Title:        Administration
Assistant
Organisation: World
Vision International
Duty Station: Kampala,
Uganda
Reports to:
Senior Administration Officer
About US:
World Vision Uganda
is a Christian Relief, Development and Advocacy Non-Government Organization
dedicated to working with children, families and communities to overcome
poverty and injustice. We currently work in over 41 districts in Uganda. World
Vision is committed to the protection of children and we will not employ people
whose background is not suitable for working with children. All employment is
conditioned upon the successful completion of all applicable background checks,
including criminal record checks where possible. “Our Vision for every child,
Life in all its fullness. Our prayer for every Heart, the will to make it so.”
Job Summary:   The Administration Assistant will provide administrative
support services to World Vision – Uganda and to facilitate in the conducive
running of the administration systems at the national office in line with the
WVU policies and procedures.
Key Duties and Responsibilities: 
Administration
  • In charge of Administration Stores, ensure stock cards are well
    maintained
  • Provide guidelines to staff and WVU visitors on Administration
    operations,
  • Allocation of office space to staff in consultation with supervisor
  • Represent the Organization with the service providers
  • Effective use of the administration activities work Plan
  • Preparation of Monthly Administration Reports to track activities in
    the department submitted within the set timelines
  • Maintain an up to date data base for small scale service providers,
    negotiate fair rates and prepare service Agreements
  • Maintain a proper Filing of all Administration records for reference
    purposes
  • Maintain the staff leave tracker for the team
Logistics Services
  • Generate requisitions for supplies and services on behalf of the administration
    department.
  • Receive, analyze and process services and supplies requisitions from
    other departments and projects to ensure timely delivery of services and
    items requested.
  • Process payment of outstanding Invoices in a timely manner to avoid
    any disconnections and meet our contractual obligation to the suppliers
    and service providers.
  • Ensure adequate stock of Administration routine user items and
    replenishment of all supplies are maintained at all times.
  • Assist in preparation for Administration meetings if called upon and
    take minutes of meeting and keep clear records of meetings;
  • Facilitate WVU International and Local Workshops and Events with
    support from Program Assistants
Facilitation of
Expatriate Staff
  • Maintain a clear database to track International schools, manage and
    process payment of school fees on behalf of the expatriates. Ensure that
    renewals are made at the beginning of each school term.
  • Maintain a database and proper filling system to ensure that all WVU
    expatriates; have up to date documents during /for the rest of their
    contract period with WVU.
  • Immigration: Ensure work Permits, special passes, renewals and any
    other passes and documents necessary are timely processed as soon as a
    staff arrival in Uganda OR expiration of the existing document.
  • Accommodation: Search appropriate accommodation based on the staff’s
    budgets, ensure agreements (ref: Letter of appointment/secondment/email
    etc)
International &
Local Air Travels
  • Have an up to date base for Air travel service providers,
  • Review Air travel forms and invoices of staff Ari travels before
    forwarding for authorization.
  • Facilitation of WVUG staff and other support offices where required
    with VISA processing and other requirements
  • Give adequate information/support on Air travels
Guest Relations
  • Maintain an up to date database (Soft copy) of all guests supported
  • Provide Support to the Division / Program Assistants in facilitation
    of these guests i.e. hotel reservations, confirmation of flight
    reservation among others
Communication Management
of postpaid lines
  • Maintain an up to date soft database of all office communication
    lines in Kisozi
  • Ensure Invoices are fully verified before processing payments
  • Ensure postpaid Invoices are timely processed and payment followed
    up to avoid interruption of official communication
Office Security and
Corporate Presentation
  • In charge of the security of all offices (Custodian of spare keys in
    the Key-Rack)
  • Ensure all offices and storage spaces are well locked before close
    of every business day
  • Recommend for disposal and or replacement of all assets that are
    obsolete or non-functional in the department
  • Hotel reservations processing and management
  • Negotiating annual frame work agreements with service providers
  • Requesting in PROVISION on behalf of Administration department
  • Order placement in line with approved and agreed guidelines
  • Managing and coordinating service delivery between WVU staff/guests
    and the hotel
  • Payment processing in line with set standards


Qualifications, Skills and Experience:
  • The ideal candidate for the World Vision Administration Assistant
    job opportunity must hold a University degree in any Business discipline.
  • Two to three years of relevant experience in administration
  • He/she should be able to manage a team of staff as well as cooperate
    with other units.
  • He/she must be keen on details and well organized individual.
  • Must have basic knowledge in computer applications like MS Office.
  • Excellent communications skills in English, both oral and written
  • Excellent team player;
  • Should be knowledgeable, Optimistic, Determined and Engaging
How to Apply:
All suitably
qualified candidates are encouraged to apply online by visiting World Vision
International’s e-recruitment jobs portal at the web link below.
Please follow
instructions on How to Create Account and Profile at World Vision’s
e-recruitment portal.  Qualified female candidates are particularly
encouraged to apply.
Deadline: 8th July 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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