The Ugandan Jobline

Job Title:           Administration Assistant

Organization:  World Vision

Duty Station:    Uganda

Reports to:        Support Service Manager

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 82 districts in Uganda
implementing projects in health & nutrition, water, sanitation &
hygiene (WASH), livelihoods & community resilience, education and child
protection. World Vision (WV) is committed to the protection of children and
adult beneficiaries from exploitation and abuse and will not employ people
whose background is not suitable for working with the beneficiaries above. All
employment is conditioned upon the successful completion of all applicable
background checks, including criminal record checks where possible.

Job Summary: The Administrative Assistant’s duties and responsibilities
include providing administrative support to ensure efficient operation of the
office. Supports managers and employees through a variety of tasks related to
organization and communication.  Responsible
for confidential and time sensitive material .  Familiar with a variety of the field’s
concepts, practices and procedures. Ability to effectively communicate via
phone and email ensuring that all Administrative Assistant duties are completed
accurately and delivered with high quality and in a timely manner. May direct
and lead the work of others. Rely on experience and judgment to plan and
accomplish goals and a wide degree of creativity and latitude is expected.
Typically reports to a manager or head of a unit/department.

Key Duties and
Responsibilities: 

People & Service
provider management

·        
Organize and schedule meetings and appointments

·        
Produce and distribute correspondence memos,
letters, faxes and forms

·        
Coordinate repairs to office equipment

Planning,
Documentation and events support

·        
Develop and maintain a filing system

·        
Carry out administrative duties such as filing,
typing, copying, binding, scanning etc.

·        
Maintain computer and manual filing systems

·        
Ensure soft copy documents are backed weekly

Office House
Management

·        
Ensure there is enough refreshments and cleaning
supplies and materials

·        
Maintain office key logs and ensures office
premises are safe; secures office keys and allocates them to staff keeping
copies of each set of keys.

·        
Assistant in maintaining asset registers and
ensure routine service of office machinery and assets.

·        
Order office supplies

·        
Maintain a data base of Office Asset

·        
Identify and coordinate request for
installation, repair services in line with policy

·        
Monitoring the security of the store as well as
cleanliness

·        
Track and ensure timely payment of utility bills

·        
Provide logistical support and back up in the
planning of meetings and workshops

·        
Ensure adequate stocks of key office materials
are in place at all times

Communication and
relationships

·        
Provide information by answering questions and
requests

·        
Provide general support to visitors

·        
Hotel reservations processing and management

·        
Book travel arrangements and hotels

Qualifications,
Skills and Experience:

·        
Diploma in Business Administration, office
management social sciences or related disciplines.

·        
Experience in implementing administrative 2
years preferably within an NGO setting.

·        
Good communication skills

·        
Excellent interpersonal skills

·        
Good computer skills

·        
Customer care experience

·        
Excellent interpersonal problem solving

·        
Priority setting and Multitasking skills

·        
Good time management

·        
Good report writing and feedback skills.

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.

Click Here

Address your application to the
People & Culture Specialist, Recruitment, World Vision 

Uganda  (Qualified natives of West Nile region are
particularly encouraged to apply)

Deadline: 3rd November,
2019.

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