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Job Title:   Stimulating Agribusiness for Youth Employment Administrative Assistant

Organisation: Heifer International (Heifer)

Duty Station:  Jinja, Uganda

About US:

Heifer International (Heifer) is a non-profit, humanitarian organization dedicated to ending world hunger, poverty and saving the earth. HI works with resource limited families around the globe to become self-reliant. Since it begun in 1944, Heifer International has worked directly with 7 million families in more than 125 countries.

Job Summary:   The Stimulating Agribusiness for Youth Employment Administrative Assistant, will be responsible for overseeing the general administrative aspects of the project office including managing the day-to-day operations of the office by undertaking tasks such as managing the calendar of the Project Director, preparing documents for meetings, scheduling and taking minutes for meetings. She/ He will be responsible for asset, facility, service contracts and fleet management.

She/ He will develop and implement procedures which promote administrative discipline to meet organizational goals as well as maintaining strong resources management controls as they relate to the project.

Essential Character Traits: Excellent organizational skills, detail-oriented, collaborative, communicates clearly, deadline-oriented, smart, welcoming, professional.

Key Duties and Responsibilities:

Administrative support to the SAYE project office team (30%)

• Manage communications at the project office; act as first point of call for all external communications including general email, and telephone enquiries.
• Greet and sign in visitors, direct them to the appropriate destination and make them feel at home.
• Handling all incoming and outgoing correspondences.
• Ensure safety and security of the office and equipment.
• Timely payment of bills i.e., electricity, water, security and rent among others.
• Prepare Procurement requests, receive invoices/deliveries and prepare requests for payment fully backed up with support documents.
• Respond to written, oral and electronic inquiries to include screening and prioritizing correspondence.
• Facility maintenance, general cleanness of office and compound, repairs, and maintenance of assets.
• Safety and security of assets and persons.

Meetings and events coordination (20%)

• Well planned and coordinated external/internal meetings.
• Coordinate room setup, décor, refreshments, and any other necessary logistics.
• Prepare and distribute agendas and meeting materials.
• Ensure that the boardroom is always arranged for meetings and support in organizing staff meetings, workshops, seminars and learning events.
• Record and distribute minutes with clear actions for events and meetings.
• Update and maintain the SAYE meeting calendar.
• As HR Focal person, liaise with the Human Resource Manager to organize Quarterly Project Staff General Meetings.

Establish and manage SAYE documentation and data base systems (10%)

• Filed SAYE legal documents and kept under key and lock.
• A proper physical and e-filing system in place within the project office that ensures easy retrieval of documents.
• All copies of incoming and outgoing SAYE project documents filed on their respective files as and when they come in.
• Liaise with project Cluster offices to identify gaps in the administrative processes, propose changes or improvements to administrative systems/policies/practices to increase efficiency.
• Support in scanning and upload of project documents.

Fleet management (25%)

• Ensure proper and timely Maintenance of vehicles/Cycles and equipment’s.
• Provide logistical support for all project travel.
• Assign and manage vehicle allocations as needed.
• Prepare & submit weekly vehicle movement plan.
• Monitor vehicle usage using the logbook & GPS tracker, share monthly report with management.
• Check vehicle logbooks & fuel station reports and prepare monthly fuel consumption report.
• Coordinate fuel management including timely submission of fuel requests and accountabilities.
• Provide leadership to Drivers to ensure effective management and use of the Vehicles.

Stores management (10%)

• Receive and dispatch goods to staff and cluster offices in accordance with the policy.
• Keep an accurate and up-to-date record of the store contents and inward and outward movement of goods in the Stores register and stock cards.
• Monitor security of project storage and supplies.
• Receive completed store’s request forms and prepare the goods for issuance.
• Prepare a monthly inventory report outlining all stock movements and remaining balances.
• On a monthly basis, work with the Project Accountant to reconcile the Stores register.
• Undertake (documented) monthly and ad-hoc physical inventory checks.
• Keep the storeroom clean and tidy.

Others:

• May perform any other duties assigned by his/her supervisor of designee (5%)

Qualifications, Skills and Experience:

• The applicant must hold a Bachelor’s degree preferably in office management and Secretarial studies or Business Administration plus three (4) years of related experience working in a similar position in a not-for profit organization.
• Excellent organizational and time management skills.
• Knowledge of the non-profit sector and the context to which non-profit organizations operate.
• Exemplary customer care and administrative skills.
• Strong problem-solving skills.
• Strong English language skills – oral and written.
• Knowledge and experience with word processing, spreadsheets, database, newsletter, and electronic mail software (Microsoft Office preferred).
• Excellent keyboarding skills.
• May require constant sitting, working at a computer for extended periods of time.
• Excellent interpersonal skills with the ability to work cooperatively, tactfully, and diplomatically with a culturally diverse group of people.
• Ability to produce accurate documents in a well-designed and attractive format with superior attention to detail.
• May require occasional bending and lifting of up to 20 pounds (9 kilograms) floor to waist.
• Ability to operate all standard office equipment including copiers, scanners, fax machines and printers.
• Ability to establish priorities, achieve deadlines and make sound judgments.
• Ability to perform as an effective team member and work cooperatively with a diverse staff.
• Ability to work independently and perform multiple tasks with minimal supervision.
• Constant telephone, face-to-face and electronic communication with colleagues and the public.
• Ability to maintain confidentiality and to work with minimal supervision.

How to Apply:

All suitably qualified and interested applicants should apply online at the link below

Click Here

Deadline: 17^th November 2023

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