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 [email protected]
Deadline: 1st September 2023.
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