The Ugandan Jobline

Job Title:        Administrative
Assistant

Organisation: Sense
International Uganda (SIU)

Duty Station: Kampala, Uganda

Reports to: Finance
and Administration Manager

Gross salary:
Ugx 950,000-1,200,000 depending on the level of education and experience,
Medical Insurance

About US:

Sense International
Uganda (SIU) was established in 2005 and registered as a local NGO in

2008. SIU is part of
Sense International, a UK registered Non-Government global

organization that
supports people with deafblindness and complex sensory impairments

across a range of,
often resource poor, countries including; India, Bangladesh, Kenya,

Uganda, Tanzania,
Peru, Nepal and Romania.

Job Summary:  The Administrative Assistant will be
responsible for supporting the day to day running of all the administrative
functions in the office. She/he will perform a wide range of administrative
duties while working closely with the Finance and Administration Manager.

Key Duties and Responsibilities:  

Office

·       
Working
as a receptionist; greeting and directing visitors and providing them with relevant
and accurate information.

·       
Handling
office telephone calls and making communications to the person responsible.

·       
Distributing
incoming mail, including opening and reviewing mail, date-stamping, and
directing appropriately.

·       
Overseeing
overall office cleanliness and maintenance, including all office utensils and
equipment as well as conducting minor office repairs.

·       
Performing
secretarial and clerical duties such as -typing, minute taking, filing,
photocopying, faxing, scanning, and taking messages.

·       
Maintaining
the filing system and ensuring the security and confidentiality of
organizational files and information

·       
Ensuring
that all documents are properly labelled and filed, including all finance
files.

·       
Managing
office consumables, including stationary, and monitoring their effective usage.
Maintain an inventory register for all office inventories.

·       
Ordering
supplies, maintaining office supply stock and making follow-ups of issued Local
purchase orders as required, ensuring all employees are notified when supplies
may be requisitioned and delivered.

·       
Organize
and maintain office hygiene to a required office standard.

·       
Assisting
employees in the scheduling and planning of meetings/conferences and business
travel by booking accommodation and making reservations as required

·       
Prepare
office tea/meals as may be necessary especially when meetings are held.

Finance

·       
Receiving
all necessary documents including staff requisitions and accountabilities, sort
them and ensure that they are attached to the respective files after getting
clarification from the Finance and Administrative Manager

·       
Receiving
invoices from suppliers, recording them, and following up to ensure that suppliers
are paid.

·       
Issuing
cheques to suppliers after verification and approval from the Finance and
Administration Manager (FAM).

·       
Preparing
petty cash payments after duly approved requisitions and authorization from the
FAM

·       
Making bank
payments as appropriate and ensuring that slips are delivered to FAM for proper
filing.

·       
Ensuring
that all finance files are stamped PAID for Payment vouchers(PV’s) and POSTED
for Journal vouchers(PV’s)when filling vouchers

·       
Act as a
bank agent to the organization’s account.

·       
Support
in any other duties as assigned.

Qualifications, Skills and Experience:

·       
The applicant
must hold a higher diploma or associate degree from a recognized institution,
preferably in Business Administration / Secretarial studies.

·       
A minimum
of two years of proven experience as Administrative Assistant or in any other
relevant administrative role and having Working knowledge of office equipment
and Finance related work.

·       
Understanding
and being able to execute the basic principles of bookkeeping.

·       
Thorough
understanding of office management procedures.

·       
Excellent
organizational and time management skills.

·       
Analytical
abilities and aptitude in problem-solving.

·       
Warm
personality.

·       
Excellent
written and verbal communication skills.

·       
Proficiency
in MS Office.

·       
Strong
commitment to high standards of service delivery and customer care.

·       
A
commitment to Sense International Uganda’s mission.

·       
Ability
to work to deadlines and prioritise workloads.

·       
A
positive and proactive approach to all areas of work with a ‘can do’ attitude,
in line with the organisation’s values.

·       
High
standards of personal integrity, honesty, and discretion.

Sense International
Uganda is an equal opportunity employer.

How to Apply:

All candidates
should email your covering letter (maximum 2pages) and current CV to the
Finance and Administration Manager-Uganda: recruitment@senseintuganda.org.
Please include ADMINISTRATIVE ASSISTANT in the subject line of your email. Your
covering letter must include:

·       
Why you
are interested in this position?

·       
How you
think your experience and skills match the job description?

·       
List
your current and expected salary/benefits

·       
Your day-time
contact number

·       
Available
start date

Deadline: 10^th 
July 2020

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