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Job Title:       Office Assistant (O’ Level Jobs)

Organisation: Private Sector Foundation Uganda (PSFU)

Project Funding Source: World Bank

Duty Station: Kampala, Uganda

Reports to: Project Administrator

About US:

Private sector Foundation Uganda (PSFU) is Uganda’s apex body for the private sector made up of 230 Business Associations, Corporate bodies and the major Public Sector Agencies that support private sector growth. Since its founding in 1995, PSFU has served as a focal point for private sector advocacy as well as capacity building and continues to sustain a positive dialogue with Government on behalf of the private sector. PSFU is also Government’s implementation partner for several projects and programmes aimed at strengthening the private sector as an engine of economic growth in Uganda.

About World Bank Grant:

Government of the Republic of Uganda has been allocated grant funds (the “Grant”) from the World Bank which are administered by the International Development Association (IDA) (the “Bank”) towards implementation of the Generating Growth Opportunities and Productivity for Women Enterprises (GROW) Project, and intends to apply part of the proceeds towards payments for Project Implementation Support services. The Project Development Objective is to increase access to entrepreneurial services that enable women entrepreneurs to grow their enterprises in targeted locations, including host and refugee communities. Private Sector Foundation Uganda (PSFU) is implementing the Project jointly with Ministry of Gender, Labour and Social Development through a Project Coordination Unit (PCU).

Job Summary:  The job purpose of an Office Assistant is to provide administrative and clerical support to ensure the efficient functioning of an office. They play a crucial role in maintaining the day-to-day operations and assisting other employees in various tasks. The role is vital in ensuring that the daily administrative tasks are managed effectively, allowing other team members to focus on their core responsibilities.

Key Duties and Responsibilities:

• Running errands within and outside the office, such as picking up office supplies, delivering documents to other offices or clients, and obtaining signatures.
• Responsible for performing a variety of administrative tasks, such as answering and directing phone calls to the appropriate staff members,
• Distributing memos, notices, and printed materials to different departments or individuals.
• Ensuring that important documents, packages, or messages are delivered promptly to the intended recipients.
• Assisting with scheduling and coordinating appointments and meetings.
• Maintaining and updating filing systems, both physical and electronic and handling correspondence.
• Ensuring the office area is clean, organized, and presentable and runs smoothly and efficiently.
• Maintaining records and databases, both in physical and digital formats. Handle sensitive information and ensure that confidentiality is maintained.
• Support in organizing company events, meetings, and conferences. Assist in coordinating logistics and preparing necessary materials.
• Provide general administrative support to all departments within the project. Assist with tasks related to finance, human resources, marketing, and other areas as needed.
• Perform basic bookkeeping tasks, such as recording expenses, processing invoices, and reconciling accounts.
• Handling any other administrative tasks as assigned by the supervisor.
• Preparing and editing documents, reports, and presentations as required.
• Keeping track of office supplies, such as stationery, and replenishing them as needed. Maintaining an organized stock of office supplies for easy access.

Qualifications, Skills and Experience: The ideal candidate for the Office Assistant position should possess the following qualifications and skills:

• A Uganda national
• A minimum of O’ level certificate (UCE)
• Proven experience of at least 3 years in a similar role
• Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent communication and interpersonal skills, Professional and friendly
• Strong organizational and time-management abilities.
• Be resourceful and adaptable to various office scenarios.
• Maintain strict confidentiality with regards to sensitive company information.
• Attention to detail and accuracy in work.
• Ability to work independently and in a team environment.
• Problem-solving and multitasking capabilities.

How to Apply:

All suitably qualified and interested eligible applicants should submit their sealed applications including a cover letter, current Curriculum Vitae and a copy of Academic Certificates and Transcripts to demonstrate that they have the required qualifications and relevant experience to perform the services; to be hand delivered to the address below.

Applicants should clearly indicate the Position applied for on the right-hand corner of the envelope, and in the subject line of the application. Only shortlisted applicants will be contacted.

The Project Coordinator,

Generating Growth Opportunities and Productivity for Women Enterprises (GROW), Project Private Sector Foundation Uganda,

Plot 43 Nakasero Road PO Box 7683, KAMPALA. Uganda

Deadline: 31^st August 2023

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