The Ugandan Jobline

• Provide secretarial assistance to the Chief Executive Officer by producing letters, memos, reports, spreadsheets, filing; and general administration for the agency.
• Record/input booking for care specialists, releases, terminations, payments, reservations, cancellations, exchanges, hand-overs and legal completions onto the haven homes user platform.
• Draft/Print/Produce all necessary documentation to clients and service providers and produce along with full customer details/choices and relevant letters and statements and update office (wall) charts as appropriate. Ensure the worksheets from supervisors are completed and kept up to date on a weekly basis.
• Manage a daily expenses and incomes of the company using Manage accounting software.
• The jobholder will also manage supplies and office expenses including stationery and utility bills.
• Manage registering new recruits and clients; manage their bookings, payouts, records and complaints.
• Manage company’s social media sites to promote the brand and answer all correspondences that come thru such sites.
• Produce/amend standard forms for use on site and in the office to assist the agency operations. Ensure that all documentation in office is up to date.
• Keep stock and order materials and stationery used by the company, and order uniforms/badges for care specialists.
• Produce and collect all relevant information for inclusion in the Board Report.
• Take telephone enquiries from prospective customers regarding both forthcoming and existing customers and care specialists; create a database for a mailing list.
• Ensure familiarity with Haven Homes’ Health, Safety and Environmental policies and comply with employee responsibilities.
• At all times comply with company policies, procedures and instructions.
• Significantly contribute to improving the business and enhancing the reputation of the company by putting forward new ideas and by implementing change when requested to do so.

• The applicant should hold a Post-Secondary Qualification in Business Administration, Accounting or Management preferably at Bachelors level.
• Proven experience in a similar role in a non-profit, membership or training environment or small to medium business environment with about two years’ experience in finance and administration
• Demonstrable supervisory experience of administrative staff
• Previous experience in project management
• Experience with IT administration working with computers and Internet
• Demonstrated experience leading improvement and growing initiatives
• Previous experience in providing general support in a small team, and an experienced team player
• Good understanding of accounting principles including accrual accounting, reconciliations, general ledger journals, and accounting systems.
• Good understanding of HR management and administration.
• A high level of knowledge and competency in Microsoft Office especially Word & Excel
• Confidence with use of computer networks.
• Show commitment to the values of Haven Homes Uganda and respect for the different contribution of individuals within the staff team
• Well-presented, good communication and negotiation skills.
• Commitment to professional development,
• Can communicate effectively with a wide range of people.
• Can work autonomously, effectively managing workload without continual guidance
• Energetic, willing and ‘can-do’ attitude
• Ability to analyze situations and take corrective actions
• Excellent quality, attention to detail, & organizational skills
• Excellent numeric skills
• Commitment to process of continuous improvement.

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