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Job Title:   Administrative Assistant (US NGO Jobs)

Organisation: International Rescue Committee (IRC)

Duty Station: Kampala, Uganda

About US:

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people whose lives and livelihoods are shattered by conflict and disaster to survive, recover, and gain control of their lives. Founded in 1933 at the request of Albert Einstein, the IRC works with people forced to flee from war, conflict and disaster and the host communities which support them, as well as those who remain within their homes and communities. At work today in over 40 countries and 25 U.S. cities, we improve outcomes in the areas of health, safety, economic wellbeing, education, and power.

Job Summary:  The Administrative Assistant is responsible for ensuring that the day-to-day administrative functions of CGPP Uganda are performed to a high standard and in accordance with IRC policies and procedures.

Under the supervision of the Country Manager, the Administrative Assistant will:

Provide day-to-day administrative assistance to the CGPP Secretariat team, CGPP partner staff of IRC and Medical Teams International (MTI).

Support in a variety of administrative coordination, logistical and information management functions of the project.

Key Duties and Responsibilities:

Human Resource Support

• Maintain employee’s database for employee leave, time sheets and training. Assist in preparing onboarding schedules, documents, and work tools for new staff follow up and report any issues staff are facing.
• Assists in the orientation of new staff, interns, visitors, and consultants by providing them with the necessary documents and materials for orientation.

Administration Support

• Coordinate with front office management to attend to project visitors, incoming communications (telephone calls, letters, email etc.) and ensuring they are reliably passed on to the appropriate person(s).
• Contribute and support project related utility management and reporting including but not limited to subscriptions (email, internet), office supplies, photocopier, and other equipment services.
• Support compilation, submission and tracking of, payment requests and other logistical requirements, requisitions, and updates on receipt of goods and services.
• Contribute to maintenance and regular updates of the asset and inventory listings.
• Support in the preparation of the item forecasts in integra.
• Cooperate with other staff to coordinate work activities, meet deadlines, and provide support where needed.

Project Events Management

• Support administrative arrangements for the project events, meetings, workshops.
• Assist in organizing staff training sessions, workshops and activities that take place in different field locations.
• Coordinate regular project team meetings (virtual and face to face) including preparation and distribution of minutes of meetings, summary notes and other documentation.
• Coordinate staff meetings and ensure efficient distribution of minutes, workshops, seminars, and conferences for the project team.
• Support staff to follow up logistical arrangements, bookings for conferences, venue, accommodation, and other logistical supplies for events.
• Coordinate and arrange staff wellness events and interactions.

Travels (in-Country)

• Provide timely and reliable support for travel meeting arrangements, and accommodation booking for staff from other projects and other official visitors.
• Coordinate with flights focal person to ensure that all the flight requests-local & international are actioned in an efficient manner.
• Maintains and regularly updates travel plans, support project team to prepare travel requisitions and claims.

Administrative information

• Create and maintain an efficient e-filing system for the project team with up-to-date files and references (electronic and hardcopy) of correspondence/documents and copies of the project records for the various project workstreams.
• Support dissemination of project specific communication materials such as policies, templates, plans, budgets, and reports.
• Perform other relevant duties as assigned (of a similar nature or related and in the interest of the organization).

Qualifications, Skills and Experience:

• The applicant must hold a University degree in Business Administration, Secretarial Studies, or related area of study
• Three years of relevant work experiences, with administrative tasks.
• Work experience in administrative support of a development program/project is an advantage.
• Demonstrates ability to work in teams, solve problems, prioritize workloads, meet deadlines, and work well under pressure is highly desired.
• Previous experience working with an international NGO in a cross-cultural setting, in administration sector.
• Proficient with computer technology and Microsoft Office applications including Microsoft Word, Excel, Power-point, Outlook.
• Strong oral and written communication skills.
• Strong organizational, interpersonal skills.
• Fluency in English is required.
• Must be able to work with minimum supervision while being a strong team player.

How to Apply:

All suitably qualified and interested applicants should apply online at the link below.

Click Here

Deadline: 20th May 2024

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