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Job Title:   Administrative Assistant (Fresher NGO Jobs)

Organisation: SOS Children’s Villages

Duty Station:  Mayuge, Uganda

About US:

SOS Children’s Villages is an independent, locally registered, child-focused, social development non- governmental organization with a strong reputation for providing quality care and protection, education and health needs for children without or at risk of losing parental care. Since its inception in 1991, SOS CV Uganda has reached over 100,000 children, youths and adults directly and indirectly to become empowered and self-reliant to contribute significantly to the needs of their families and communities. The organisation has the commendable experience working in partnership with a number of donors, (institutional and corporate agencies) including; Norwegian Agency for Development Cooperation (NORAD), Austrian Development Corporation (ADC), Grieg Foundation, ERIKS Development Partner, USAID/Bantwana World Education, European Union, AVIS Foundation, Brand Charity, USAID/Uganda Private Health Support Program (UPHSP), Terre des Hommes (TDH), Stanbic Bank Uganda, DHL–Go Teach, Madhvani Group of Companies.

Job Summary:  The Administrative Assistant will manage front desk operations, provide secretarial and administrative support, and oversee office organization and maintenance. The role also involves safeguarding practices for children and visitors, ensuring a safe, organized, and professional environment.

Key Duties and Responsibilities:

Managing Front Desk Operations:

• Respond to general phone inquiries in a professional and courteous manner.
• Direct inquiries to appropriate staff and reply to general information requests.
• Greet clients, suppliers, and visitors professionally and ensure they are assisted appropriately.
• Manage courier deliveries and ensure their accurate distribution.
• Maintain an updated office telephone directory.

Providing General Office Administrative Support:

• Procure project investment items and office requirements following organizational policies.
• Manage petty cash, submit accountabilities to the finance department, and adhere to financial procedures.
• Maintain and update office inventory, ensuring all equipment and furniture are in good working condition.
• Organize travel, meetings, and other logistical arrangements for staff.
• Ensure proper coding, filing, and backup of office materials and electronic files.
• Manage office supplies, ensuring sufficient stock of stationery, cleaning materials, and other essentials.
• Support the organization of special functions, meetings, and workshops.

Coordinating Secretarial Services:

• Prepare important communications, meeting agendas, and minutes.
• Issue notices and reminders for appointments and meetings.

Ensuring High Standards of Efficiency and Organization:

• Supervise the Office Assistant, driver, and security team, ensuring high performance and cleanliness.
• Regularly assess the office environment and propose improvements for cleanliness and functionality.
• Ensure compliance with administrative practices and recommend upgrades as needed.

Safeguarding:

• Promote and uphold safeguarding practices for children and visitors in all office operations.

Qualifications, Skills and Experience:  

• Education: Degree in Social Sciences, Human Resources, or a related field.
• Experience: At least 2 years in a similar role, preferably with NGOs.
• Skills: Strong organizational and time management skills, proficiency in English, and ability to manage multiple tasks efficiently.

How to Apply:

If you believe you are the right candidate for this position, please send your application letter, detailed curriculum vitae (CV), and photocopies of academic certificates, and names and contact details of three traceable referees to the address:

All Applications must be sent electronically as one Single PDF Document not exceeding eight pages to: jobs@sosuganda.org

Subject Line: Indicate the Position and Location

• Include in your application letter:
• Gross salary request.
• Contact details (email and phone) of three professional referees.

Note:

Late applications or those submitted as images will be disqualified. If you do not hear from SOS Uganda by 28th February 2025, consider your application unsuccessful.

For assistance in preparing your CV or cover letter, feel free to reach out!

Deadline: 6th January 2025

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