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Job Title:   Office Driver and Administrative Assistant (ODAA)   

Organisation: AWO International

Duty Station:  Kampala, Uganda

Reports to: Country Director (CD) / Head of Program (HoP), AWO International, Kampala Office

About US:

AWO International is a German Non-Governmental Organisation (NGO) working in the field of Development Cooperation and Humanitarian Aid, is now establishing its office in Kampala and presently looking for an Administrative Assistant.

Job Summary:  The task of the Office Driver and Administrative Assistant (ODAA) will be to support AWO International and its implementing partner organisations (PO), national NGOs, to successfully run a program in various districts of Uganda by ensuring safe and timely transportation of office staff, visitors, and goods as well as offering support in the daily running of the office, with a perspective to extend AWO International’s humanitarian action and development cooperation portfolio in Uganda and the East African Region.

Key Duties and Responsibilities:

As Office Driver:

• Serve as the office driver for official staff travel mostly within Kampala, and frequent travels to the project areas (currently Isingiro, Lamwo, Nabilatuk, Napak, and Yumbe)
• Keep passengers safe at all time by defensive driving, timely servicing and ensuring the full functionality of the vehicle incl. fully operational repair kit, spare tyres, fire extinguisher, first aid box, etc.
• On a daily basis in Kampala, monitor the vehicle condition, early identification of any repair needs and handling them in coordination with the Coordinator Finance and Administration (CFA)
• Keep updated about driving regulations in Uganda, follow changes that occur and promptly inform all colleagues
• Accurate recording of vehicle logbook (travels, maintenance and repair works)
• Ensuring the cleanliness of vehicle (inside and outside)
• Support the CFA in proper documentation related to vehicle incl. registration, necessary renewals and insurances
• First aid skills (gained in a respective training) need to be kept up to date
• Utilizing navigation apps to find the optimal route at the respective time and resp. adjust route
• Timely communication of delays and other difficulties to the Country Director (CD) / Head of Program (HoP), the CFA and (if possible) to the passengers.
• Fully respect Ugandan traffic law as well as AWO security rules at all times
• If needed, work at evening, night and on weekends

As Administrative Assistant:

• Maintenance of the AWO International office (replacement of broken bulbs, furniture,…), ensuring functioning of essential infrastructure (electricity, water, garbage collection,…) and a safe working environment (electric wiring, placement of gas heaters, safe placement of fuel stocks, etc.) in close coordination with the landlord and his/her service providers (electricians, plumbers, other craftsmen)
• Ensuring functioning of essential office equipment (in particular printer, projector, landline, internet) in coordination with respective service providers
• Coordinate and ensure effective guard services, cleanliness of office, compound (and garden)
• Taking charge of office gate (if needed)
• First point of contact for visitors and guests, handling phone calls, management of postal services, direct delivery of documents, and other logistics (e.g. collecting quotations, picking-up purchases, distribution of invitations, material,…)
• Management of stock for office materials and stationery and arranging for timely refill
• Timely payment of all running costs (electricity, water, telephone, internet, etc.)
• Support to CD / HoP and CFA upon request (eg taking on messenger tasks, printing, scanning, hard-copy filing, setting-up venues, supporting caterer, cooking tea/coffee for visitors,…)

Qualifications, Skills and Experience:

• The applicant must hold a Diploma in a relevant field
• Valid Driver’s license (automatic and manual) and clean driving record
• Valid motorcycle driving license
• At least five years of driving experience, high competence in using unpaved / gravel roads
• At least three years of experience in store management
• Sound and up-to-date knowledge of road safety regulations and Ugandan traffic law
• Proficiency using GPS devices, maps, and car manuals
• Defensive, anticipatory driving style
• Extensive knowledge of the operating area (Kampala and project districts, i.e. Isingiro, Lamwo, Nabilatuk, Napak, and Yumbe)
• Physical strength and ability to conduct simple mechanical repairs
• Excellent organisational and time management skills, good command of English
• Professional, truthful and ethical conduct at all times incl. effective, polite communication
• Strict adherence to non-drinking or taking other drugs and to donor compliance
• Proficient skills in using Computers (Outlook, Word and MS Excel)

Desired:

• Training in car mechanics
• Recent first aid training
• Multilingualism in local languages
• Working experience for an international NGO/organisation

Do you match the criteria defined above and appreciate working in a multicultural, women-led, and social inclusive teams? Are you punctual and reliable, even-tempered and attentive?

How to Apply:

Please submit a motivation letter incl. realistic salary expectations and a CV with 3 reference contacts as soft copies (ideally 1 pdf-file) to the following E-Mail Address: recruitmentuganda@awointernational.de Please note that applications without a CV, salary expectations, references or a motivation letter will not be taken into account.

Deadline: 13^th January 2022

NB: Successful candidates will be invited for an interview, currently scheduled for the week of January 24th to 28th, 2022.

The assignment is planned to start on March 15th, 2022 and is tied to the BMZ program and thus will end on 31.12.2022. An extension is possible. A probation period of 6 months will apply.

The work place is AWO International’s Office in Bukasa – Muyenga Kampala, Uganda with regular travels to our project districts.

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