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• Supporting the Front Office to ensure that
  reception services including telephone calls, letters, e-mail etc. are
  provided in such a professional fashion that visitors are provided with a
  warm welcome and that their needs are swiftly met.
• Ensuring that a high standard of
  secretarial service is provided to WaterAid including an efficient system
  for keeping all records.
• See that all rental, utility bills,
  subscriptions or other service contracts
• (photocopier, internet and other machinery
  servicing contracts) are renewed in a timely manner through maintenance of
  a holistic Administration work plan and monitoring schedules.
• Supporting Finance to ensure that all
  valuable assets are insured and that all insurance policies are kept up to
  date.
• Supporting Finance in the updating and
  maintaining of the fixed assets register, quarterly, and whenever new
  items are purchased together with ensuring that all valuable assets are
  branded, insured and that all insurance policies are kept up to date.
• Ensuring that work is planned and
  organised, that admin related staff are given appropriate workloads and
  are clear about what is expected of them and are working effectively to
  meet their responsibilities
• Preparing Administrative budgets and
  monitor budget variances Provide monthly and quarterly expenditure
  reforecast
• Provide support in preparation of reports
  for internal and external use
• Following up   on any Admin related advances given to ensure correct
  reporting and accountability
• At all times acting according to the
  highest standards of professionalism and personal integrity in managing
  and overseeing the affairs of WAU
• Undertake routine and periodical review,
  spot checks to ensure that the office, access, fixtures, equipment,
  facilities, leakages, Lighting are maintained and repairs are done in a
  timely manner. The whole office cleanliness and ambiance in all areas
  including the kitchen are kept to required standard as delegated to
  members of the team.
• Prepare and have a work plan as well as an
  office improvement plan incorporating the health and safety, security
  measures as well as access and inclusion for discussions with the Line
  Manager.

• As part of your support to the Finance
  team, support and coordinate all procurement process i.e. preparing
  purchase analysis, and local purchase orders and ensure storage of
  supplies.
• Administer all agreements and contracts
  with Service providers.
• Ensuring that logistic services are
  provided in a timely and reliable fashion (e.g. travel arrangements,
  conference venue bookings, meetings arrangements etc.)
• Purchasing e-tickets for travel and
  facilitating the acquisition of all associated paperwork and rescheduling
  of flights for all international staff as per their plans.
• Arrange for office space and other
  logistics requirements for all staff in the CP and to ensure the office
  space is fit for purpose
• Taking the initiative in collecting
  feedback from staff and working to continuously improve the quality of the
  logistics service through staff satisfaction survey questionnaires and
  other feedback methods.
• Responsible for managing and following up
  on CP visitors needs including per diem payments, finding their way around
  the country and CP among other needs

• Surveying the transport needs and ensuring
  that an effective system is in place to these needs of staff in the most
  cost-effective manner possible (e.g. by planning and tracking vehicle
  allocation, vehicle movements, vehicle utilisation, fuel consumption etc.)
• Together with the drivers enable high
  quality maintenance, regular servicing of vehicles, generators and other
  mechanical equipment.
• Ensuring that all vehicles in the WaterAid
  fleet are roadworthy and immediately advising if any problems are
  anticipated.
• To provide team stewardship in a fast and
  revolving environment for staff to ensure effective delivery of
  operational support by:
• Over all people management of the team based
  on their delegated roles and on WAU practices and guidelines. 

• The ideal candidate for the WaterAid
  Administrative Assistant employment opportunity must hold a Bachelor’s
  Degree or Post graduate degree in Business Administration/ office
  management or secretarial studies.
• At least six years related experience
• Extensive knowledge of office
  administration and management
• Knowledge of air ticketing, immigration
  rules, training and workshop venues, office cleanliness, hygiene,
  gardening and ground keeping
• Experience in procurement and logistics
  administration.
• Secretarial and Computer Skills in MS
  Windows, Word, Excel, internet explorer, Outlook express or Microsoft
  outlook Competencies
• Excellent communication skills, both
  written and oral and excellent relationship building skills
• Desirable
• Strong relationship building. Building and
  managing relationships with key stakeholders
• Commitment to WaterAid’s Values and
  working style that exhibits our leadership behaviours.
• Planning, Organising, analysis and
  Reporting
• Good skills in public speaking,
  documentation and information management.

• Proactivity and practicing innovation and
  change.
• Driven by Impact and results oriented
• Team player
• Inclusive and value for diversity
• Personal Integrity
• Flexibility
• Thoroughness
• Customer care

For
more of the latest jobs, please visit https://www.theugandanjobline.com
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