Job Title: Administrative Assistant
Organisation: Self Help Africa (SHA)
Duty Station: Kampala, Uganda
Reports to: Senior Administrator
About US:
Self Help Africa
(SHA) is an International Non-Governmental Organization implementing rural
development, sustainable food and livelihoods security programmes in nine
countries in Sub-Saharan Africa. SHA’s vision is an economically thriving and
resilient rural Africa with a mission to support sustainable livelihoods for
Uganda’s smallholder farmers. SHA has been working in Uganda for close to 20
years.
(SHA) is an International Non-Governmental Organization implementing rural
development, sustainable food and livelihoods security programmes in nine
countries in Sub-Saharan Africa. SHA’s vision is an economically thriving and
resilient rural Africa with a mission to support sustainable livelihoods for
Uganda’s smallholder farmers. SHA has been working in Uganda for close to 20
years.
Job Summary: The Administrative Assistant performs various
routine office caretaking duties, picking-up and delivering items; serving
refreshments, office support functions as well as other related duties as
required.
routine office caretaking duties, picking-up and delivering items; serving
refreshments, office support functions as well as other related duties as
required.
Key Duties and Responsibilities:
Office Premise
caretaking
caretaking
- 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.
Provision of
refreshments to staff/visitors
refreshments to staff/visitors
- Ensuring consumable office supplies are always available
- Ensuring that tea and other refreshments are in place for staff and
visitors
Mail management
- Clear document trays and distribute documents as required
- Checking the post office box for any mails on a monthly basis
- Recording/ registering incoming mails
Clerical office
support
support
- 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
Store Management
- 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
Recording and
tracking payment document
tracking payment document
- 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
Qualifications, Skills and Experience:
- 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
Desirable
- 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
How to Apply:
All suitably
qualified and interested candidates should send a completed application
form, Download
Here, CV & Cover Letter by E-mail as follows: –
[email protected]. Please type “Administrative Assistant” – [your
name]” in the subject line of the e-mail.
qualified and interested candidates should send a completed application
form, Download
Here, CV & Cover Letter by E-mail as follows: –
[email protected]. Please type “Administrative Assistant” – [your
name]” in the subject line of the e-mail.
Deadline: 4th January 2019
Please do not send
certificates at this stage. Due to the anticipated high volume of applications,
kindly note that only short listed candidates will be contacted.
certificates at this stage. Due to the anticipated high volume of applications,
kindly note that only short listed candidates will be contacted.
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