Administrative Assistant NGO Job Opportunities – Finn Church Aid (FCA)

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Job Title:   Administrative Assistant   

Organisation: Finn Church Aid (FCA)

Duty Station:  Mityana, Uganda

Reports to: Project Manager

 

About US:

Finn Church Aid (FCA) is the largest Finnish international aid organization. We operate in 13 countries, where the needs are most dire. We work with the poorest people, regardless of their religious beliefs, ethnic background or political convictions. FCA work is based on promotion of human dignity and fundamental human rights and freedom, and FCA’s operations are guided by equality, non-discrimination and responsibility.

 

In 2021, Finn Church Aid (FCA) with funding from Women’s Bank (WB) established a project ‘Promoting Women’s Entrepreneurship in the Poultry Value Chain in Mityana, Uganda’.  The project aims to enhance economic self-reliance of 600 smallholder women maize farmers by engaging them in the maize/poultry value chain. The project will support 600 farmers with maize farming, initiate structures for maize producer organizations, savings and credit system (VSLA), and upgrade the capacities of the 600 women farmers in both production and business management

 

Key Duties and Responsibilities:

Manages the front desk operations:

  • Answers general phone inquiries using a professional and courteous manner
  • Replies to general information requests with accurate information
  • Greet clients / suppliers / visitors to the organization in a professional and friendly manner

Provide General Office Administrative Support.

  • Code and file materials according to established procedures
  • Back up electronic files using a proper filing system
  • Answers all routine correspondence and staff notices.
  • Maintains an inventory for all office equipment, furniture in Mityaba Field Office and ensures that all office equipment, furniture and other facilities are in good working condition. Coordinate the maintenance of office equipment
  • Orders, receives and ensures sufficient stock of stationery items, cleaning materials and other office needs. Keeps sufficient PR materials (e.g. brochures) in dealing with information to guests and other requests.
  • Provides key support organizing special functions e.g. office occasions, meetings, workshops and public functions.
  • Procures office requirements, utilities and refreshments
  • Handles petty cash and submits accountability on time

Coordinates Secretarial Services

  • Performs and coordinates secretarial duties such as preparing important communications, documents and reports .
  • Prepares for meetings and appointments, and issues notices and reminders as required. Helps in preparing meeting agendas and takes minutes.

Ensures high standards of Efficiency and Organization.

  • Exercises good time management and meets deadlines in all matters.
  • Maintains a well-organized office environment by employing an organized approach, ensuring cleanliness and good order. Proposes improvements in office administration practice and facilities, including filing systems, communication and information flow.
  • Supervises the Office cleaner ensuring high standards of efficiency in both areas of work. Ensures that the performance of the two staff is regularly assessed.
  • Maintains a daily check of the office environment including the compound/gardens, working closely with the responsible staff to ensure that high standards of cleanliness.
  • In partnership with the Administration office in Kampala participates in the annual stock-taking of both FCA funds and assets, and ensures that fixed assets inventories are maintained and updated. Ensures that all organization assets in his/her possession are kept safe;




Qualifications, Skills and Experience:

  • The ideal candidate for the Finn Church Aid (FCA) Administrative Assistant job placement should hold a Bachelor’s degree in Business Administration, Human Resource Management
  • A minimum of two years of experience in a reputable organisation
  • High-level communication skills;
  • Demonstrated project, program and human resource management experience
  • Good understanding of NGO operations
  • Proven ability to prioritize tasks, meet deadlines and work with limited supervision

Personal Attributes:

  • High integrity, self-driven and able to set own work schedule with rigorous deadlines.
  • Good command of communication skills in English
  • Ability to initiate and complete assignments and to work under demanding circumstances with minimal supervision.

 

How to Apply:

Please attach a cover letter and a CV (not more than 5 pages) with at least three referees and a daytime telephone contact, addressed to: The Human Resource and Administration Manager, Finn Church AID, Uganda Country Office. P.O. Box 21826 Kampala, Roche Close – Tank Hill Rd, Plot 1495 Muyenga, Uganda. Ugaco.hr@kua.fi Email applications should be in one file attachment (Ms Word or PDF) mentioning the position title in the subject. Please do not attach academic documents when you apply online

 

Deadline: 10th February 2022.

 

N.B:

  • Finn Church Aid is committed to keeping children safe at all times & all levels of its program operations, so our selection process reflects our commitment to the protection of children from all forms of abuses.
  • Employment is subject to our Child protection standards, adherence to Child Safeguarding Policy including background checks.
  • FCA does not charge any kind of fee at whichever stage of the recruitment process and does not act through recruitment agents.
  • Only shortlisted candidates will be contacted.

 

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