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Job Title:  Administrative Assistant (Fresher Jobs)

Organisation: ACORD-U (Agency for Cooperation in Research and Development – Uganda)

Project Name: USAID OVC West Central Activity

Duty Station: Kampala, Uganda

Reports to: Human Resources and Administrative Officer

About US:

ACORD-U (Agency for Cooperation in Research and Development – Uganda) is an indigenous Non-Governmental Organization (NGO) working for social justice and development. ACORD has been working in Uganda since 1979 with operations in over 25 districts across Uganda. The ACORD-U works in conjunction with people who have been denied their basic rights, helping to better understand, to challenge, and to change the situation in which they find themselves.

About USAID Project:

The USAID OVC West Central Activity aims to attain improved well-being of children and youth through comprehensive interventions that enhance sustainable prevention of new HIV infections and continued care for OVC and their caregivers and expand the access to core services. The project is implemented by ACORD Uganda in 12 districts and 1 City in West Central Region of Uganda.

Job Summary:  The Administrative Assistant works to portray a professional image of ACORD Uganda to all visitors by receiving visitors and perform clerical functions of the organization in line with ACORD Uganda rules and regulations.

The Administrative Assistant – USAID OVC West Central Activity shall work under the direction of the Human Resources and Administrative 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:

Front Office Management:

• Maintain the reception area in a clean and tidy manner, attend to walk in visitors and notify pertinent members of staff.
• Attend to project visitors, incoming communications (telephone calls, letters, email etc.) and ensuring they reliably passed on to the appropriate person(s).
• Maintain visitor’s registry book and direct visitors to the respective offices
• Provide requested information, take messages or re-direct inquiries to appropriate offices.
• Keep a databank of contact addresses of all associates (partners, stakeholders, donors,) to OVC West Central Activity
• File and keep up to date records of correspondences
• Maintain a consistent stock of organizational brochures and other IEC materials and a routine form for distribution

Human Resource Support:

• Assists in the orientation of new staff, interns, visitors, and consultants by providing them with the necessary documents and materials for orientation.

Administration Support:

• 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.

Project Events Management:

• Support administrative arrangements for the project events, meetings, workshops
• Assist in organizing staff training sessions, workshops and activities that take place in different field locations
• Support staff to follow up logistical arrangements, bookings for conferences, venue, accommodation, and other logistical supplies for events.
• Support to coordinate for staff accommodation.
• Provide timely and proper set-up and logistical preparation of conference rooms or venues for various meetings.

Travels (in-Country)

• 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 for staff.

Administrative information:

• Support in arranging project team appointments and maintaining mailing lists, directory, activity calendar and facilitate follow up on deadlines.

Stores management:

• Provide support in carrying out and developing where necessary, administrative systems, logistics and records management.
• Ensure good maintenance of assets and equipment records.
• Maintain and keep tidy and clean conditions of office environment, furniture and machines.

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
• 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
• Excellent computer skills including MS Word, Excel, PowerPoint, and Outlook
• Must be able to work independently while being a strong team player.

How to Apply:

All qualified and interested candidates should send CV and Application Letter to hr@acorduganda.org to apply

Deadline: 15^th September 2023 by 5:00pm

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