Office Administrator NGO Jobs – Child’s i Foundation

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Job Title:  Office Administrator

Organisation: Child’s i Foundation

Duty Station:  Kampala, Uganda

 

About US:

Child’s i Foundation works with governments and national partners to highlight the harm and cost of orphanages in Uganda and globally. We are helping to reimagine the whole child protection and care system, repurpose orphanages as community and educational facilities, reintegrate children home and rebuild services at the heart of communities. These initiatives seek to strengthen families and ensure children are protected, healthy and educated. Our programs address the root causes of poverty, strengthen communities to prevent family separation and ultimately reduce the institutionalization of children in Uganda.

 

Job Summary:  The Office Administrator will mainly ensure that all administrative functions are coordinated to achieve a high level of productivity within the Foundation.

 

Key Duties and Responsibilities:

Office Management

  • General administration including, minute taking, circulation and generation of letters etc.
  • Support the procurement activities of the organisation by compiling office supplies, stationery and equipment needs
  • Collate and distribute minutes and information for meetings, and support day to day needs of the organisation as directed by members of the Senior Leadership Team.
  • Plan and co-ordinate meetings
  • Take minutes and co-ordinate internal and external meetings
  • Liaise with and make follow up calls with external stakeholders on behalf of the Senior Leadership Team
  • Responding to general enquiries
  • Copying, printing, laminating, collating, scanning, filing documents
  • Organize for refreshments during meetings, trainings and parties (both internal & external)
  • Arrange in house and external events e.g. meetings, support trainings, etc.
  • Compile and present statistical and budget related reports, maintain related databases
  • Manage the front desk and co-ordinate the reception of visitors at the office premises

General administration support

  • Day to day tasks as per the Senior Leadership Team requests
  • Sending out orders and receiving goods
  • Maintain records of stationery orders and inventory/supplies and follow up with service providers.
  • Manage the stores by ensuring the items in storage are secure and accurately keep track of inflows and outflows of stock
  • Advise on the procurement of new stock based on the assessment of current stock levels
  • Disburse stationery and supplies to all users, including the field offices
  • Pick/ Deliver letters at the post office bi-weekly
  • Liaise with the HR team and maintain emergency contact list for all staff and volunteers
  • Support the auxiliary staff i.e. the outsourced security company and cleaner.
  • Be the focal person for Health & Safety and conduct health and safety checks
  • Support the Finance team to carry out asset verification
  • Keep track of utilities and organize for their timely payment
  • Process monthly staff airtime and internet data
  • Follow-up on building repairs and maintenance
  • Liaise with the HR team and service providers for the printing of staff cards and IDs.
  • Perform any other tasks assigned from time to time





Qualifications, Skills and Experience:

  • The applicant must hold a University Degree (Bachelors) in Administration.
  • Three to four years’ experience in an office setting, in a social work oriented environment
  • In-depth understanding of office management, office equipment and daily operations
  • Excellent planning, organizational and communication skills
  • Good computer skills including Microsoft Word, Excel, PowerPoint
  • Proven ability to work as a member of a team and on your own
  • Good interpersonal skills and excellent ability to communicate
  • Ability to work independently and with minimal direction or supervision
  • Ability to show attention to detail and high degree of flexibility
  • Ability to work to tight deadlines and under pressure
  • Ability to accept constructive criticism and respond to it positively

 

Personal Attributes:

  • Outgoing and proactive personality
  • Personal effectiveness and credibility.
  • Keen attention to detail and ability to keep records and files organized.
  • Competent collaborator and skilled cross-functional communicator.
  • Strong time manager with respect for deadlines.
  • Decisive and critical thinker.
  • Commitment to the wellbeing of children and promoting child protection
  • Excellent command of the English language, both written and spoken

 

How to Apply:

All candidates who are interested should send their updated application letter and CVs ONLY to applications@childsifoundation.org

 

Deadline: 22nd September 2022 at 17:00 EAT.

 

NB: Only shortlisted candidates will be contacted.

 

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