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Job Title:   Administration Assistant (Fresher NGO Jobs)

Organisation: Habitat for Humanity Uganda (HFHU)

Duty Station:  Kampala, Uganda

Reports to: Human Resources and Administration Officer

About US:

Habitat for Humanity Uganda (HFHU) is affiliated to Habitat for Humanity International (HFHI) headquartered in Atlanta – Georgia (U.S.A); and is an ecumenical Christian ministry that is dedicated to eliminating poverty housing. HFHU functionally reports to HFHI’s Europe Middle East and Africa (EMEA) Area Office in Pretoria – South Africa. Over the last 10 years, Habitat for Humanity Uganda has rehabilitated and constructed over 24,000 houses, transforming over 144,000 lives across the country. Our country program has 5 field offices located in Kumi, Mayuge, Lugazi, Luweero, and Fort portal.

Job Summary:  The Administration Assistant will assist in handling the General Reception, Administrative and Logistic activities of the National Office. This will include managing the front office, making hotel reservations and bookings, monitoring and initiating payments for utility bills, and other administrative activities based on the HFH-Uganda Policies and Procedures.

Key Duties and Responsibilities:

Administrative Function

• Effectively run the front office including answering phone calls, receiving visitors and answering client queries, and maintaining office stationery levels.
• Take charge of internal /external mails, record all outgoing mails and receive all in coming mails, distribute to respective officers also assume the responsibility of sending /dispatch outgoing mails and receive incoming mails
• Liaise with respective departmental heads or project managers to ensure staff/visitors are allocated office space, furniture and equipment to work comfortably.
• Manage the Administration office equipment i.e. Scanner. Photocopier etc. Scan documents, file and perform any related tasks as may be required.
• Maintain a proper filing system for all official correspondences
• Liaise with the Procurement & Logistics Officer to ensure Proper Inventory Management System and Maintain up to date inventory Ensure all new staffs sign inventory asset allocation forms for equipment/furniture in their possession and maintain file copy.
• Provide administrative support to the HR and Administration Office
• Ensure facility management of the National office and initiate management repairs, maintenance, etc.
• Ensure constant stock of all office supplies including stationery, newspapers etc.

Events Planning and Management

• Ensure Hotel bookings/Reservations is done promptly and well-coordinated for Staff and any other approved HFHU Visitors on official travel and arranging for airport and hotel pick-ups/drop off.
• Ensure proper arrangements for Workshops/Trainings/Meetings
• Provide logistical support for workshops and trainings.
• Ensure that training venues are properly set up and well-coordinated.
• Ensure all necessary equipment is properly set up prior to workshop or meeting.

Utility Bills

• Ensure Monthly tracking of utility bills (telephones/water/electricity/garbage) and ensure that previous payments are offset prior to processing of current payments.
• Ensure timely settlement of bills after all necessary
• Ensure telephone bills are properly tracked on a monthly basis for submission to accounts for billing and payment recovery.
• Follow up any utility related issues at the office with service providers.

Office security

• Ensure that after work all office windows and doors are locked and security lights are on.
• Report any security incidents to the administration the HR & Administration Officer
• Perform any other duties as may be assigned by the supervisor, commensurate with the position level in the organization.

Qualifications, Skills and Experience:

• The ideal candidate must hold a Bachelor’s Degree in Administration, Social sciences/Business Administration, or its equivalent.
• At least two years of work experience in a similar position, preferably with an international NGO
• Proven ability and ownership of managing results from end to end with minimal supervision.
• Ability and willingness to work with and be a part of a team
• Excellent communication and interpersonal skills
• Attention to detail
• Strong writing and analytical skills. Ability to apply creative thinking to practical problem solving with an aim of improving service delivery. Willing to put in extra time where required
• Ability to manage multiple tasks at a time and work effectively with colleagues from different backgrounds
• Strong planning, organization, interpersonal, communication and decision-making skills as well as team building and negotiation skills
• Confidentiality, and discretion when dealing with people and issues.
• Solid understanding of MS Word, MS Excel, experience in E-mail and communication an advantage.
• High integrity, self-driven and able to set own work schedule with rigorous deadlines.
• High level of professional people management and customer care skills.
• Skills in information management and record keeping
• Ability to learn fast and to work under pressure

How to Apply:

All prospective employees should apply online by submitting copies of cover letters and updated CVs ONLY as one document to hr@hfhuganda.org

Deadline: 31st May 2022 by 5:00pm

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