The Ugandan Jobline

• Timely opening and closure of office premise.  Includes ensuring all appliances and
  equipment (shared appliances e,g telephone line, internet routers,
  photocopiers and printers) are switched on/off as appropriate,
• Reporting of any mal-functioning equipment/items in areas of
  operation i.e doors, handles, locks, taps, cisterns, lights, switches,
  etc, on a monthly basis
• Ensuring the cleanliness of office premises (external and internal)
• Continuous improvement of the organisational image through ensuring
  proper office lay out, outlook and office signage
• Assist with frontdesk work, including receiving and directing
  visitors and responding to basic enquiries.

• Ensuring consumable office supplies are always available
• Ensuring that tea and other refreshments are in place for staff and
  visitors

• Clear document trays and distribute documents as required
• Checking the post office box for any mails on a monthly basis
• Recording/ registering incoming mails      

• Assist with photocopying, collating, scanning and binding documents
  as the need arises
• Type documents and correspondence for staff, proofread pamphlets,
  flyers, manuals and handbooks for accuracy and completeness as needed.
• Assist in the coordination and preparation for meetings and special
  events by securing and setting up the rooms, preparation of
  documents/folders, registrations, payments, confirmation and arranging for
  refreshments and necessary equipment   

• Tasked with collecting and distribution of stationery and other
  supplies to staff from stores
• Ensuring records of all supplies are up-to-date and inflows balanced
  against outflows.
• Assist with filling in forms and control documents according to
  agreed control procedures e.g stores stock register.
• Tasked with displaying office supplies and stock in an easy to
  locate manner in the store
• Receiving and recording of all goods 
  procured in to store
• Tracking stores supplies and stock and initiating stock replacements
  

• Receiving and recording all external payment requests and/or
  invoices
• Maintain Request To Order Forms (RTO), writing and tracking Local
  Purchase Orders
• Ensure completeness and accuracy of supporting documents of invoices
  for payment

• The ideal candidate for the Self Help Africa Administrative
  Assistant job must hold an A’ level certificate
• Training to certificate level in office management or fields related
  to tasks above
• At least five years of practical experience working, preferably in
  international NGO environment
• Ability to learn quickly
• Ability to use modern office equipment
• Ability to understand and follow simple written and oral directions
• Ability to use appropriate initiative as may be required in a given
  situation
• Highest standards of ethics, including honesty and trust worthiness
• Positive attitude and behavior
• Self-motivated

• Willingness to work extra time and during odd hours
• Basic experience with accounting, stores or logistics work
• Diploma in fields related to the above tasks

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