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Job Title:       Administrative Assistant (3 Jobs)

Organisation: Uganda Law Society (ULS)

Duty Station: Moroto, Nakapiripirit and Kotido, Uganda

Reports to: Senior Legal Officer

 

About US:

Uganda Law Society is a membership organization established by an Act of parliament to provide services to its members in particular and to the people of Uganda. Its vision is to be “A proficient Bar Association in fostering Access to Justice, the Rule of law and good governance in Uganda”. Its mission is to “To develop a skilled and empowered legal profession in execution of its statutory mandate.” Through its Legal Aid Project with Support from the Embassy of Ireland, the Society is seeking qualified and experienced individuals to fill the following positions at its Legal Aid Offices in the Karamoja Region in the following districts of; Moroto, Nakapiripirit and Kotido.

 

Job Summary:  The Administrative Assistant – ULS shall work under the direction of the Senior Legal Officer to provide day to day administrative assistance to the project team. S/he will help with a variety of administrative, coordination, logistical and information management functions of the project.

 

Key Duties and Responsibilities:

Human Resource Support:

• Assist generally in the human resource activities for the project staff (leave forms, correspondences and staff related updates)
• Maintain employee’s database for employee attendance, leave and staff training tracking sheets.
• Assists in the orientation of new staff, interns, visitors, and clients by providing them with the necessary documents and materials for orientation.

Administration Support:

• Attend to project visitors, incoming communications (telephone calls, letters, email etc.) and ensuring they reliably passed on to the appropriate person(s).
• Contribute and support project related utility management and reporting including but not limited to subscriptions (email, internet), office supplies, photocopier, and other machinery services.
• Support compilation, submission and tracking of requisitions for monthly data, staff supplies, payment requests and other logistical requirements.
• Provide secretarial assistance while also ensuring appropriate use of project administration templates /forms are replenished and updated.
• Contribute to maintenance and regular updates of the asset listings.
• Assist in preparing the project procurement plans, requisitions and updates on receipt of goods and services.
• Works with other project staff to coordinate work activities, meet deadlines, and provide support where needed.

Project Events Management:

• Support administrative arrangements for the project events, meetings, workshops
• Assist in organizing staff Community sentizations, training sessions, workshops and activities that take place in different field locations
• Coordinate regular project team meetings (virtual and face to face) including preparation and distribution of minutes of meetings, summary notes and other documentation
• Coordinate staff meetings and ensure efficient distribution of minutes, workshops, seminars, and conferences for the project team.
• Support staff to follow up logistical arrangements, bookings for conferences, venue, accommodation, and other logistical supplies for events.
• Coordinate and arrange staff wellness events and interactions.
• Provide timely and proper set-up and logistical preparation of conference rooms or venues for various activities.
• Support scheduling and preparation of weekly travel calendars and staff movement updates to/from the field and other events
• Maintains and regularly updates travel plans, assist project team to prepare travel requisitions and claims. Administrative information:
• Compile, organize, regularly update, and maintain an active and accessible project team information database using designated platforms.
• Support in arranging project team appointments and maintaining mailing lists, directory, activity calendar and facilitate follow up on deadlines.
• Create and maintain an efficient e-filing system for the project team with up-to-date files and references (electronic and hardcopy) of correspondence/documents and copies of the project records for the various project workstreams.
• Provide secretarial support for formatting and editing various program documents, such as work plans, budgets, briefing materials, presentations, and reports.
• Support dissemination of project specific communication materials such as policies, templates, plans, budgets, and reports.

Qualifications, Skills and Experience:

• The applicant must hold a University degree in Business Administration, Secretarial Studies, or related area of study
• Three years of relevant work experiences, with administrative tasks
• Proficient with computer technology and Microsoft Office applications including Microsoft Word, Excel, Power-point, Outlook.
• Strong oral and written communication skills
• Strong organizational, interpersonal skills
• Work experience in administrative support of a development program/project is an advantage.
• Demonstrated ability to work in teams, solve problems, prioritize workloads, meet deadlines, and work well under pressure is highly desired.
• Fluency in English is required
• Must be able to work independently while being a strong team player.

 

How to Apply:

All candidates should send their Email applications addressed to:

 

The Chief Executive Officer,

Uganda Law Society/Legal Aid Project,

Plot 610 Buye, Off Ntinda Kisaasi Road,

P.O. Box 426, Kampala. Uganda

 

Email to: hr@uls.or.ug (The position applied for MUST be indicated in the subject line of the email)

 

Deadline: 16th August 2023 by 5.00pm

 

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