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Job Title:   Administrative Assistant (No Experience Jobs)

Organisation: Aldelia Uganda

Duty Station:  Kampala, Uganda

About US:

Aldelia is a global leading human resources company founded in 2005 and specialised in recruitment, outsourcing and payroll management services to blue-chip multinationals and fast-growing SMEs. The group operates in more than 30 countries across all industries and disciplines on four continents.

Our mission is to create a better future for people by delivering compliant, world-class and innovative HR solutions to the companies and communities we serve.

Key Duties and Responsibilities:

Assist the Country Director and the Program Officers

• Carry out receptionist duties, forwards information by receiving and distributing communications and organisation materials (e.g. brochures, announcements and safety guidelines)
• Management of the agency’s generic email box
• Carry out daily newpaper review
• Handle secretarial duties such as prepare necessary paperwork and correspondence (mailing, copying, scanning, binding and filling documents)
• Schedule meetings, appointments and prepare conference rooms (e.g. make reservations and check equipment)
• Support in organising missions to and from Uganda (arrange staff travel, accommodations, transport, update mission table, fill visa forms)
• Update internal databases (e.g. mail registration, contact List, invitation and distributions lists according to occasion and activities)
• Prepare local staff leave requests for approval by the country director, filing them and managing the excel file for staff leaves and public holidays
• Manage drivers schedule and afilling the fuel consumption sheet
• Carry out other duties as assigned by Country Director

Assist the Office Accountant

• Maintains supplies by checking stock to determine inventory levels; anticipating requirements; placing and expediting orders; verifying receipt; stocking items; delivering supplies to work stations
• Handle the cashbox and keeping the cash book up to date
• Collecting invoices from suppliers, verifying their conformity (ensuring they are well addressed, amounts are as negotiated, contain all the relevant elements of an invoice such suppliers TIN etc.), having them approved by the Country director and forwarding them to the accountant for payment
• Manage contracts with suppliers and service providers including initiating new contracts
• Property and asset management for the office and residences (e.g keeping updated inventories of assets, calling on service providers for repairs)

Assist the communication focal point

• Developing and updating communication materials
• Organizing communication events

Office focal point in liaison with the agency Program Officers and the Regional Office

• Follow-up of specific undertakings provided for in financing agreements
• Support to project managers for monitoring project impact indicators
• Follow-up and archiving of no objection notices
• Support to Program Officers for the completion of Disbursment Requests

Qualifications, Skills and Experience:

• The applicant must hold a Bachelor’s degree
• Ability to work independently
• Strong interpersonal skills
• Computer literacy Microsoft (Word, excel, etc.)
• Excellent English written and oral communication skills
• Ability to speak and write French is an added advantage
• A non French speaker should be willing to take French lessons

How to Apply:

All candidates should apply online at the link below.

Click Here

Deadline: 12^th March 2024

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