About US:
The International Rescue Committee helps people whose lives and livelihoods are shattered by conflict and disaster to survive, recover, and gain control of their future. It was created by Albert Einstein more than 80 years and has been working in Uganda since 1998. It has particularly working in the conflict zones where tens of thousands of people have been kills and over 1.6 million displaced. Following a peace agreement in 2006, Ugandans are returning home and looking to rebuild their lives. The IRC is there to protect women and children from violence and exploitation by fostering a safe environment and encouraging education, and is supporting farmers and small businesses, and helping communities promote peace and long-term development.
Job Summary: The Administrative Assistant will support the International Rescue Committee in the provision of day-to-day administrative duties including clerical HR functions and general office management of the IRC offices.
Key Duties and Responsibilities:
1. Secretarial Tasks:
· Cordially attend to the office telephone, e-mail in a professional manner and ensure timely distribution of mail/messages.
· Make sure that the front desk is fully functional, guests and staff are professionally and ethically attended to at all times
· In charge of preparing mail pouches in a timely manner.
2. Office Support:
· In charge of maintaining Petty cash register and ensure petty cash reconciliation.
· Manage IRC’s utilities identifying inconsistencies in billing and follow up with service providers (UTL, MTN, Security, Water, Electricity, Courier, garbage etc).
· Cash projections of the Human Resources/Admin Department.
· Establish and maintain a good working relationship with logistics to ensure all maintenance issues are dealt with in a timely manner.
3. Support to the Human Resource/ Administration function:
· Manage the staff trainings in accordance with the Human Resource Development Plan; monitor and track all IRC sponsored trainings, ensuring all staff fill out training bonds, feedback reports and all related training documents in total compliance with IRC’s policies and procedures and prepare quarterly and annual reports.
· Act as the focal point person for immigration related issues i.e. Visa processing for staff.
· Maintain and verify staff and dependent information, database and forward to Health Insurance providers for card processing. Register receipt of medical cards and distribute accordingly.
· Coordinate timely performance appraisals and maintain an updated PME database for all staff.
· The incumbent will maintain personnel filing system to ensure total compliance with HR records. This includes timesheets and leave requests.
· Perform any other duties as assigned by the HR/Admin Manager.
Qualifications, Skills and Experience:
· The applicants for the Administrative Assistant vacancy should preferably hold a University degree in accounting, social sciences, management, administration or a related field,
· A minimum of three years’ experience in finance and administrative functions, two years in a professional fast-paced office environment.
· Excellent organizational, diplomatic and reporting skills.
· Strong office management experience. Strong computer skills and ability to work under pressure.
· Detail oriented and possess the ability to handle confidential information with Integrity.
· Very proactive and able to work independently.
· Excellent organizational skills.
· Excellent written and verbal communication skills
· Good computer skills; Microsoft Office and be able to work on multiple tasks.
How to Apply:
All suitably qualified and interested candidates should send an updated CV, copies of certificates and cover letter clearly indicating the position applied for to: The Human Resource and Administration Manager, International Rescue Committee, P.O. Box 24672 Kampala; OR
Email to: UA-IRCJobs@Rescue.org.
Deadline: 28th July, 2015