The Ugandan Jobline

Job Title:   Administrative Assistant   

Organisation: Asili Farms

Duty Station:  Masindi, Uganda

About US:

Asili Farms is a fully-mechanized farming company that manages dual-season production of high-quality maize and soybeans for supply to regional food processors. Asili became operational in January 2014 and is currently farming on over 5,000 ha of land in Western Uganda under a conservation agriculture and precision farming approach to maximize yields efficiently and sustainably.

Job Summary:  The Administrative Assistant will report to the Human Resource Manager. The role involves managing the daily tasks of a company by providing administrative and clerical support, act as the point of contact for all employees, providing administrative support and managing their queries. This will include scheduling, handling attendance and accounting activities, receiving and forwarding communications, and taking care of more general clerical duties.

Key Duties and Responsibilities: The Administrative Assistant will be responsible for the following:

• Actively contribute to the team’s strategic planning process and provide regular updates.
• Interface with stakeholders, local partners and communities in a manner consistent to the Asili Agriculture ethos.
• Build and maintain productive relationships with staff, vendors, partners and other stakeholders.
• Maintain high ethical standards and treat all people with respect and dignity.
• Develop the capacity of his/her team & assist them with continued development of a career path.
• Demonstrate an awareness of his/her own strengths and development needs.
• Work with Asili Agriculture staff to ensure smooth introduction and adoption of operational systems and policies.
• Overall responsibility for all travel and accommodation arrangements for Asili Farms guests and team members in Amuru and all field offices.
• Support Amuru farms with all administration arrangements.
• Prepare and implement guidelines for support functions of the reception, photocopies, office cleaning and maintenance. Key among them is putting in place and implement guidelines for managing the purchase, storage, and distribution of office and farm supplies.
• Responsible for maintaining an accurate record of office and field supplies including stationery, consumables, and cartridges/toners.
• Maintain an update inventory for Amuru field Offices.
• Support in managing the Amuru Farm mini store and movement of documents and supplies.
• Prepare and attend staff general and coordination meetings and compile the minutes as discussed and agreed upon by chairperson/supervisor.
• Other administrative duties as assigned by supervisor.
• Responsible for managing facilities & office management functions of Amuru Field Offices
• Facilitate timely payments for utilities for Amuru Offices. The utilities include electricity, water, office telephone/internet and any other utility bills for the facilities.
• Ensure proper functioning and maintenance of the office, house equipment like photocopiers, printers, cookers, microwaves, and others.
• Offer support in training and orientation of new staff in those procedures.
• Provide day today supervision to private security guards at Amuru Offices.
• Ensure compliance with security procedures and policies.

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Qualifications, Skills and Experience:

• The applicant must hold a Bachelor’s degree in Human Resource, Business Administration, Social Work, Public Administration, or other related field.
• At least three years of experience in a similar position and or similar roles.
• Demonstrated excellence in administrative work in a busy and multi-cultural corporate environment.
• Very good writing and verbal communications skills.
• Good negotiation, representation, skills, and the ability to work comfortably with an ethnically diverse staff.
• Keen attention to detail, ability to follow procedures, ability to transparently manage stores, filing, and meet deadlines, work independently and cooperatively with team members.
• Proven ability to solve problems innovatively.
• A clear understanding of Administration as well as the willingness and ability to enforce compliance with Asili Agriculture’s procedures is essential.
• The ability to interact effectively with international and national staff members is required.
• A demonstrated ability to work quickly and accurately, meet deadlines and process information in support of program activities is necessary.

How to Apply:

All interested applicants must submit their Cover Letter, CV and Academic document saved in 1 document as a PDF of no more than 8 pages to peninah.nangobi@agilis-partners.com

NB:

• Please note that any application submitted that does not follow the above instructions will be automatically discarded.
• Only shortlisted candidates will be contacted.

Deadline: 27th January 2023 by 5:00pm

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