Job Title: Administration Assistant
Organisation: EMERGENCY
Duty Station: Entebbe, Uganda
Salary: 16320000 /=
About Organisation:
EMERGENCY Life Support for Civilian War Victims (EMERGENCY) is an independent Italian organization established in 1994 to offer high quality, free medical and surgical care to victims of war, landmines and poverty. It promotes a culture of peace, solidarity and respect for human rights. Since April 2021, in partnership with Uganda Ministry of Health, EMERGENCY has been running the Children’s Surgical Hospital in Entebbe, a specialized pediatric surgical center, which offers high quality health services completely free of charge.
Job Summary: The Admin Assistant assists the Administration Supervisor in the implementation of all administrative activities at project level together with Admin Office colleagues and ensures that all administrative procedures are followed in order to provide efficient, accountable and transparent administrative services to the project.
Key Duties and Responsibilities: The Admin Assistant is responsible for, but not limited to:
Administration and controlling
- Contribute to ensure that the purchasing policy and administration procedures are implemented as detailed in the Administrative and Financial Manual and Work Instructions, and follow the criteria established by the organization;
- Ensure that all project documents are stored in a manner that complies with internal rules and regulations, and with external requirements;
- Register receipts and invoices according to the organization accounting system and Work Instructions;
- File taxes on URA portal and meet the related deadlines;
- File social insurance details on NSSF portal and meet the related deadlines;
- Support in case of audits;
- Deal with officials and relevant authorities according to the instructions received by the supervisors;
- Support the colleagues in relations with suppliers;
Cash Management
- Be in charge of a small safe and manage cash following the procedure and instructions given, if needed;
- Handle cash advances and keep the advance books;
- Manage cash using official tools and demanding respect of internal rules;
National staff salaries
- Monitor and update the Personnel Database;
- Compile the payroll, keeping track of and calculating salaries, taxes, NSSF, allowances, overtimes, salaries advances and loans;
- Issue pay slips and perform payment of salaries after approval by the supervisors;
- Ensure all pay slips are printed, approved, shared with and signed by staff;
- Keep confidential all staff personal records.
Reporting
- Report regularly on the status of the works, against the agreed plan;
- Generate specific reports under request.
Qualifications, Skills and Experience:
- Bachelor’s degree in Business Administration and/or Accounting;
- 2–3 years of proven experience in similar roles;
- Good knowledge of the Microsoft Office package (Excel, Word, PowerPoint) at an advanced level;
- Fluent English and the ability to work in an international environment are preferred.
WORKING CONDITIONS:
- Contract of employment: Fixed-term (6 months), with renewal expected upon satisfactory performance and organizational needs.
- Salary: UGX 1,360,000 – 1,700,000 per month, according to experience and internal salary scale.
- Social benefits: GPA, National Social Insurance, Health Insurance;
- Leaves: 21 paid leave days and additional leave types.
How to Apply:
If you meet the above requirements and are interested, you can submit your application including detailed Curriculum Vitae, cover letter, academic and professional papers and names of 3 work related Referees with their Email/ daytime telephone contacts.
Submission can be done personally to EMERGENCY’s office at Plot 120-122 Bishop Dunstan Nsubuga Road – Entebbe or by email to [email protected] indicating the position and reference
Deadline: 21st September 2025
NB: Only Short-Listed Candidates Will Be Contacted.
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Level of Education: Bachelor Degree
Work Hours: 8
Experience in Months: 24