Job Title: Administrative Assistant (Fresher Diploma Jobs)
Organisation: African Initiatives for Relief and Development (AIRD)
Duty Station: Kiryandongo, Uganda
About US:
The African Initiatives for Relief and Development (AIRD) is a non-governmental, non-political, non-religious and non-profit making organization with the main aim of protecting and seeking durable solutions for Refugees and IDPs in Africa in partnership with UNHCR the UN refugee agency.
Job Summary: The Administrative Assistant will provide administrative support to the Accountant or Fin/ Admin Officer to ensure efficient operation of the of the Kiryandongo Medical warehouse office.
Key Duties and Responsibilities:
- Ensuring that office Procedures are maintained in accordance to the project regulations & the staff contracts.
- Receive incoming letters and ensure the delivery and dispatch of external communications.
- Organize and maintain all relevant files or documents submitted to site office.
- Receive office guests and give necessary hospitality and assist in responding to their inquiries.
- Answer office land lines in communication from externals and manage the messages.
- Take / Prepare minutes of meetings and notes of workshops or other relevant meetings.
- Provides regular reports to the Fin/Admin Officer on matters related to Admin and ensure all admin reports are submitted to the relevant bodies in time.
- Ensure that all office equipment & other assets are kept in good working condition.
- Ensure Maintenance of filing system and keeps information confidential.
- Monitor and control stationery/ utilities utilization at all level and ensure that utilizations are at all times within allocated budgets.
- Work in close consultation with Fin/Admin Officer, prepare staff leave plan and ensure it is followed, prepare and update leave tracker accurately, monitor Staff medical issues and advise the Fin/Admin Officer about annual leave balances.
- Distribute all communications to the staff, ensure they are correctly received and signed.
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Qualifications, Skills and Experience:
- The applicant must hold a Diploma in Business Administration or any other business related field.
- One to two years of clerical, secretarial, or office experience.
- Proficient computer skills, including Microsoft Office
- Excellent verbal and written communication skills.
- Comfortable with routinely shifting demands
- High degree of attention to detail
- Data entry experience
- Working knowledge of general office equipment
- Strong interpersonal skills.
- Analytical and organized.
- Good reporting skills.
- High level of professionalism
- Ability to work under pressure with minimum supervision.
How to Apply:
All candidates should apply online at the link below.
Deadline: 27th October 2022
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