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Job Title:  Administrative Assistant (Fresher Jobs)

Organisation: Ashinaga Foundation

Duty Station:  Nansana, Wakiso, Uganda

About US:

Ashinaga is a Japanese non-governmental organization (NGO) that provides support and education for orphaned students around the world.

Key Duties and Responsibilities:

Administrative Support

• To ensure the smooth running of the office from an administrative point of view. This includes all jobs related to the facilitation and operational efficiency of the Kokorojuku.
• To work with external service providers.
• Act as the first line of support for administrative tasks for all staff (including the programs team) when required.
• To lead on all administrative strategies and ensure all goals and outputs are being worked towards.
• To proactively work on improving all administration.

Item Organisation.

• To organize and arrange both the company assets and items. This involves conducting quarterly

Facility, Security and Accommodation Management.

• To arrange for any facility repairs and maintenance by contacting the service providers.
• To manage security issues at the facility including the security company concerns.
• To work with the Operations team through the administrative coordinator to see that all necessary accommodation is well prepared.

Arrangements for visitors

• This includes arranging their accommodation and transportation to and from the airport where necessary.

Logistical and Visa Arrangements.

• To guide and support the administrative coordinators on all visa applications as required by staff, interns, and students.

Health Insurance Arrangement

• Arrange staff, students, and interns’ medical and travel insurance covers by contacting the service providers.

Qualifications, Skills and Experience:

• The applicant must hold a Bachelor’s Degree in business administration or related field
• Two years of administrative work experience in Uganda (if applying for coordinator level role), preferably at an international NGO.
• Can speak, write, and read English fluently.
• A track record of meeting tight deadlines and balancing several tasks.
• Excellent communication, verbal and written skills.
• Strong analytical and technical skills.
• Highest standards of ethics and integrity.
• Ability to handle multiple tasks simultaneously, set priorities and work with a busy team.
• Proactive and positive attitude – a collaborative team player.
• Flexible, resilient, and able to work in stressful situations.
• Ability to produce excellent work with urgency.

Desired Requirements:

• Diploma/ Masters in business administration or related field.
• In depth understanding of office management procedures and departmental and legal policies.
• A track record of training and upskilling junior staff (if applying for coordinator role).
• Familiarity with financial and facilities management principles.
• Ability to communicate in Luganda (other national languages a plus).

How to Apply:

All suitably qualified and interested candidates should send a cover letter and updated CV via Email to ugandaoffice@ashinaga.org

Deadline: 1^st September 2023.

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