Job
Title: Administrative
Assistant
Title: Administrative
Assistant
Organization: Windle
International Uganda (WIU)
International Uganda (WIU)
Funding Source: United Nations High Commissioner for Refugees (UNHCR)
Duty Station:
Uganda
Uganda
About US:
Windle International
Uganda (WIU) formerly Windle Trust Uganda is a registered INGO whose mission is
to promote peace and development in communities through provision and
coordination of Education and training for Refugees and people affected by
conflict.
Uganda (WIU) formerly Windle Trust Uganda is a registered INGO whose mission is
to promote peace and development in communities through provision and
coordination of Education and training for Refugees and people affected by
conflict.
Windle International
Uganda is the lead partner of UNHCR in implementing Education Projects in
Uganda with close collaboration with the Government of Uganda through the
Office of the Prime Minister.
Uganda is the lead partner of UNHCR in implementing Education Projects in
Uganda with close collaboration with the Government of Uganda through the
Office of the Prime Minister.
Job Summary: The Administrative Assistant will be
responsible for supporting the day to day running of the administrative
function at field level, most notably, stores and inventory management. He/ She
will perform duties related to distribution of supplies and managing stock
while working closely with both the finance and the Human Resources Department
to be able to deliver in these areas.
responsible for supporting the day to day running of the administrative
function at field level, most notably, stores and inventory management. He/ She
will perform duties related to distribution of supplies and managing stock
while working closely with both the finance and the Human Resources Department
to be able to deliver in these areas.
Key Duties and Responsibilities:
Stock keeping and
Inventory Management
Inventory Management
·
Verifying
receipt of supplies
Verifying
receipt of supplies
·
Sort,
organize, and store inventory in storage space
Sort,
organize, and store inventory in storage space
·
Package
items for dispatch and delivery; follow up and endure receipt of dispatched
items/ documents
Package
items for dispatch and delivery; follow up and endure receipt of dispatched
items/ documents
·
Receive
parcels and documents delivered to the Field Office
Receive
parcels and documents delivered to the Field Office
·
Report
damaged or missing inventory to supervisors
Report
damaged or missing inventory to supervisors
·
Filing
of distribution reports
Filing
of distribution reports
·
Stack
and organize stock and bulk items received in the storage area
Stack
and organize stock and bulk items received in the storage area
·
Remove
inventory from trucks and ensure they are properly stored
Remove
inventory from trucks and ensure they are properly stored
·
Update logs
and documentation for inventory
Update logs
and documentation for inventory
·
Support
the team in preparation of documentation for audits
Support
the team in preparation of documentation for audits
·
Responsible
for reporting minor repairs in the office
Responsible
for reporting minor repairs in the office
·
Maintain
supplies inventory by checking stock to determine inventory level, anticipating
needed supplies; informing responsible persons to expedite requests for
supplies;
Maintain
supplies inventory by checking stock to determine inventory level, anticipating
needed supplies; informing responsible persons to expedite requests for
supplies;
Finance, Human
Resource and Administration Support
Resource and Administration Support
·
Submit
accurate stock reports to the Finance Assistant as required
Submit
accurate stock reports to the Finance Assistant as required
·
Participate
in drawing distribution plans with Programs teams,
Participate
in drawing distribution plans with Programs teams,
·
Support
in the payment of utility bills when instructed
Support
in the payment of utility bills when instructed
·
Supports
HRA in keeping up to date fuel records and log books when required
Supports
HRA in keeping up to date fuel records and log books when required
·
Support
the coordination of the Logistics function as directed
Support
the coordination of the Logistics function as directed
·
Handle
sensitive information in a confidential manner
Handle
sensitive information in a confidential manner
·
Prepare
for and take accurate minutes of meetings
Prepare
for and take accurate minutes of meetings
·
Oversee
and supervise the work of junior support staff
Oversee
and supervise the work of junior support staff
·
Maintain
up-to-date employee leave records
Maintain
up-to-date employee leave records
·
Carry
out administrative duties such as filing, typing, copying, binding, scanning
etc.
Carry
out administrative duties such as filing, typing, copying, binding, scanning
etc.
General Office
Administration:
Administration:
·
Support
other staff activities by typing, photocopying and printing documents
Support
other staff activities by typing, photocopying and printing documents
·
Assist
in record keeping
Assist
in record keeping
·
Offer
guidance and support supervision to the administrative staff; Office Assistant,
Guesthouse Attendant, Guard, Cleaner.
Offer
guidance and support supervision to the administrative staff; Office Assistant,
Guesthouse Attendant, Guard, Cleaner.
Qualifications, Skills and Experience:
·
The
ideal candidate for the Windle International Uganda (WIU) Administrative
Assistant job must hold a Bachelor’s degree in Business Administration, Public
Administration, Social sciences, or any related field
The
ideal candidate for the Windle International Uganda (WIU) Administrative
Assistant job must hold a Bachelor’s degree in Business Administration, Public
Administration, Social sciences, or any related field
·
One year
of related experience
One year
of related experience
·
Mastery
of office software (MS Word, Excel and PowerPoint) is a requirement
Mastery
of office software (MS Word, Excel and PowerPoint) is a requirement
·
Good
interpersonal and public relation skills
Good
interpersonal and public relation skills
·
Excellent
interpersonal skills
Excellent
interpersonal skills
·
Communication
skills
Communication
skills
·
Problem
solving and creativity
Problem
solving and creativity
·
Time
Management
Time
Management
·
Demonstrated
communication skills – both verbal and written
Demonstrated
communication skills – both verbal and written
·
Affinity
to teamwork and a willingness to learn
Affinity
to teamwork and a willingness to learn
·
Proactiveness
and Ability to meet tight deadlines
Proactiveness
and Ability to meet tight deadlines
How to Apply:
All interested
applicants should submit their applications including detailed Curriculum
Vitae, 2 years’ salary history, copies of academic transcripts and certificates
including telephone, email contacts and details of at least three professional
referees addressed to:
applicants should submit their applications including detailed Curriculum
Vitae, 2 years’ salary history, copies of academic transcripts and certificates
including telephone, email contacts and details of at least three professional
referees addressed to:
The Human Resource
Manager,
Manager,
Windle International
Uganda,
Uganda,
P.O Box 24230
Kampala, Uganda
Kampala, Uganda
Applications must be
hand delivered to The Windle House, Plot 726 Nagawa Close, Mawanda Road, Mulago
Hill, Kamwokya.
hand delivered to The Windle House, Plot 726 Nagawa Close, Mawanda Road, Mulago
Hill, Kamwokya.
Deadline: 10th January, 2019 by 5pm
Note:
- Windle International is an equal opportunity employer; Females,
minority groups and People with disabilities who qualify for any of the
above vacancies are encouraged to apply. - No canvassing or lobbying will be tolerated. Individuals found to
have done so will immediately be disqualified and black listed. - Only Shortlisted applicants will be contacted.
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