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Job Title:   Administrative and Operations Assistant (4 Jobs)

Organisation: Pathfinder International

Duty Station: Mbale City, Mbarara City, Fort Portal City, Gulu City, Uganda

About US:

Pathfinder International is driven by the conviction that all people, regardless of where they live, have the right to decide whether and when to have children, to exist free from fear and stigma, and to lead the lives they choose. As a global health organization with locally led, community-driven programs, we support women to make their own reproductive health decisions. We work with local partners to advance contraceptive services, comprehensive abortion care, and young people’s sexual and reproductive rights in communities around the world—including those affected by poverty, conflict, climate change, and natural disasters. Taken together, our programs enable millions of people to choose their own paths forward.

Job Summary:   This role is essential in providing administrative support, managing daily operations, and ensuring the efficient functioning of the office. The ideal candidate will possess strong organizational skills, excellent communication abilities, and a high level of professionalism.

Key Duties and Responsibilities:

Management of Reception area/front office

• Provide office administrative support to day-to-day office functioning, including ensuring proper functioning of all office support systems i.e. printer, photocopier, binder, telephone, etc.
• Receive and direct visitors at the reception and ensure they have been given the necessary assistance.
• Manage the Country Office switchboard – this includes answering, making telephone calls for staff and taking clear messages
• Ensure that the reception area is well maintained and kept orderly.
• Receive and sort mail and deliveries; keep records of outgoing letters and ensure use of the delivery book and dispatch outgoing pouches to other PI field offices.
• Ensure that newspapers have been supplied and are well maintained at the reception.

Petty cash management

• Maintain safe custody of the office petty cash
• Issue petty cash per approval
• Reconcile petty cash records on a daily basis
• Prepare for surprise petty cash count
• Prepare petty cash replenishment.
• Office cleaning services
• Supervise the cleaning functions to keep the office premises clean and tidy, and specifically;
• Maintain interior plants and ensure that the tarmac and the outside porches are cleaned frequently so that mud is not brought into the buildings and generally keep the property in good condition.
• Supervise the cleaning of the compound, mowing and trimming of flowers and trees on the compound.
• Supervise the cleaning of floors, walls, doors, windows, ventilations and lavatory areas, as well as emptying of disposal bins while observing infection control protocol. Ensure that desks, chairs, computers, and other equipment on use by staff are cleaned and dusted to ensure that they are dust free and usable.
• Checking and supervising the cleaning the toilets and conducting regular inspection during the day, to ensure a general state of tidiness and hygiene to include replenishing the consumables like soap, Tissue Paper, etc.
• Ensure garbage is collected from office premises whenever due or at intervals as per contracted collectors. Supervise the services of garbage collectors and other external service providers and report any breach of contract on their part.
• Coordinate the preparation and serving of tea, water and foods to staff and visitors during meetings and events. At all times maintain high standards of hygiene and cleanliness in the preparation, handling and serving of tea, foods, drinks and other consumable items provided. Monitor the office water dispenser to ensure that it has adequate supplies and functioning normally
• To pay particular attention to the Kitchen, to include ensuring that all crockery, cutlery, glasses and any other utensils as required, are kept clean, polished and in a good and hygienic condition. Maintain records of such utensils and report any breakage or loss for ease of tracking.

Stores Management; 

• receives equipment and supplies, takes stock records and reports, issues supplies, initiates purchase requests for store items. Receipt of procured goods, track movement/distribution
• Manages the dispatch of stores items. It is a Store Keeper’s responsibility to keep reminding requestors of the items or equipment to be dispatched. (equipment to the field.

General

• Manage and follow up office utilities (water, power). Ensure that the bills have been received and paid for promptly.
• Office opening and closing of office at prescribed time, including ensuring that all doors and window are locked and interior lights switched off (and security lights switched on) at the end of the day.
• Supporting to conduct CSI for program activities in her respective region.
• Performing any other duty assigned by supervisor.

Qualifications, Skills and Experience:

• Degree in Administration or its equivalent.
• Minimum of five years relevant work experience preferably in switchboard management.
• Must specify your preferred location/district for the position during application.
• Minimally Required Job-Specific Competencies:
• Excellent interpersonal and communication skills and ability to relate to people of diverse backgrounds
• Ability to work well with others
• Ability to represent Pathfinder to visitors
• Good organizational and planning skills
• Ability to professionally handle stressful and difficult situations
• Competence in Microsoft Excel, Word, Power Point and Outlook.
• Self driven.

Minimally Required Organizational Competencies:

• Organization, Planning and Multi-tasking: Advanced organizational and planning skills. Proven ability to set priorities, meet deadlines and multi-task with minimal supervision. Proven ability to coordinate activities.
• Self-Management and Teamwork: Ability to work independently or as a member of the team, ability to be detailed-oriented and consistently accurate, ability to manage stress effectively in a fast-paced environment, and ability to quickly learn new systems, processes and procedures and adapt local practices to global standards.
• Confidentiality: Proven ability to maintain confidentiality on work-related issues.

How to Apply:

All qualified and interested candidates should apply online at the link below.

Click Here 

Deadline: 28th February 2025

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