The Ugandan Jobline

Job Title: Administrative Assistant

Location: Jinja, Uganda

Reports to: Logistics Manager

About Project:

GOAL and its consortium partner, Wageningen Environmental Research (WENR) will be commencing on an anticipated 5 years resilient and inclusive economic development programme funded by the Embassy of the Kingdom of Netherlands in Kampala.

The objective of the programme is to build climate resilient and more productive farming systems and livelihoods, with environmentally sustainable and commercially viable practices, as such sustainably increasing productivity and income of 200,000 smallholder farming households (SHF) in Busoga and Lango regions. The project is built around four pathways and outcomes:  Pathway and Outcome 1: focuses on enhanced social resilience and agency in SHF households and communities; Pathway and Outcome 2: focuses on ensuring SHF farming systems are more sustainable, productive and resilient to shocks.; Pathway and Outcome 3: focuses on SHF actively participating and benefiting in inclusive markets ; and Pathway and Outcome 4: ensures SHF have enhanced voice and influence to address market system issues.

Job Summary: The Administrative Assistant is responsible for providing support to the procurement and logistics department. S/he is to ensure that orders for goods and services are processed promptly and good value for money is obtained according to the existing GOAL Procurement Manual. S/he will also provide general administrative support.

Key Duties and Responsibilities:

Front Desk Management

• Receive visitors to office in a professional manner.
• To ensure the outside reception area is kept clean and tidy
• Liaise with logistics and drivers regarding travel arrangements as required.
• Processing visitors’ identification cards

Internal & External Communication

• To maintain a mail log recording all outgoing and incoming correspondence
• Management of Front Office Stationery supplies
• Manage Front office stationery to ensure that stocks are maintained at adequate levels for the efficient running of the office.
• Place quantity orders for office supplies and ensure Order / Purchase Form is completed and submitted to.

Procurement Support

• Assist procurement department with the fulfilling of orders received including sending inquiry forms and sourcing quotations from pre-qualified suppliers.
• Assist with updating of procurement order tracking system (OTS).
• Assist in developing tracker all for monthly payments under FWAs.
• Assist with scanning of procurement paperwork and ensuring comprehensive procurement records are maintained as per guidelines.
• Provide administrative support to the Procurement team and where required prepare documentation for orders, including payment requisition forms etc.
• Assist in setting up inventory and maintenance list for all furniture and non-asset items in Kampala office.
• Provide administrative support in preparing replacement and maintenance plan for any office inventory / furniture items.
• Ensure inventory list of fire extinguishers and first aid kits are kept and service plan in place
• Assist in booking of hote9l accommodation booking and transport for GOAL staff and maintain tracker of booking request.

Qualifications, Skills and Experience:

Requirements

• Minimum education requirement of a Diploma/Degree in any business-related course.
• 1 – 2 years NGO working experience in a similar role
• Knowledge in use of MS Office packages
• Basic procurement and logistics knowledge.
• Possess good communication skills
• Ability to prioritise different tasks in efficient manner
• Possess good interpersonal skills
• Flexible and hardworking
• Assertive but able to keep good relations

GOAL

Established in 1977, GOAL is an international humanitarian agency, with a global team of 2,400 personnel, dedicated to alleviating the needs of the most vulnerable communities. Currently operating in 13 of the world’s most vulnerable countries, GOAL delivers a wide range of humanitarian and development Programmes, ranging from humanitarian relief in disaster situations, to focusing on nutrition, food security, and building greater resilience and sustainable livelihoods.

General description of the country programme:

First operational in Uganda in 1979, the current GOAL Uganda country programme focuses on Health (including WASH, Health Accountability and Nutrition programing); and a market-based systems approach to improving agricultural livelihoods and WASH. GOAL Uganda mainstreams gender, child protection, social behaviour change and resilience strategies across all programming. GOAL works on a district focused approach and uses a mixture of direct implementation and partnerships with national and international civil society organizations, local government, the private sector and communities to give effect to our mission.

Safeguarding

Children and vulnerable adults who come into contact with GOAL as a result of our activities must be safeguarded to the maximum possible extent from deliberate or inadvertent actions and failings that place them at risk of abuse, sexual exploitation, injury and any other harm. One of the ways that GOAL shows this on-going commitment to safeguarding is to include rigorous background and reference checks in the selection process for all candidates.

Accountability within GOAL

• Alongside our safeguarding policy, GOAL is an equal opportunities employer and has a set of integrity policies. Any candidate offered a job with GOAL will be expected to adhere to the following key areas of accountability:
• Comply with GOAL’s policies and procedures with respect to safeguarding, code of conduct, health and safety, confidentiality, do no harm principles and unacceptable behaviour protocols.
• Report any concerns about the welfare of a child or vulnerable adult or any wrongdoings within our programming area.
• Report any concerns about inappropriate behaviour of a GOAL staff or partner.

GOAL Uganda has a skilled team of approximately 130 personnel and manages an annual operating budget of approximately €9.7 million (2024). GOAL is currently operational in the North, South, East and West of Uganda with six established offices in Kampala, Lira, Mbale, Kabarole, Moroto, Kaabong and Agago Districts. GOAL Uganda country programme is funded by a number of donors who include Mastercard, charity water, Irish Aid and some small foundations.

Our package includes a competitive salary, health insurance cover for up to 3 dependents, comprehensive 24-hour personal accident cover, terminal benefits equivalent to one month for each completed year of service, a flexi-work arrangement and our working hours provide for a half day on Fridays. GOAL promotes a learning and development environment with training & study opportunities aligned to our staff development policy.

How to Apply:

All candidates should apply online at the link below.

Click Here

Deadline: 14th August 2024

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