Job Summary:
The Administrative Assistant will support logistical and administrative components of the Activity, including travel coordination, accommodation reservations, record-keeping, store management, ordering supplies and maintaining office space. She/he will provide logistical support to events / conferences as need arises.
Key Duties and Responsibilities:
This position requires a well-organized person to support office management and procurement processes. S/he will:
Support service providers delivering cleaning services to the Activity to ensure the general cleanliness of the office and all its surroundings.
Oversee use and availability of office supplies – tea/coffee, drinking water, hand sanitizers etc for staff and official visitors.
Maintain the inventory of office supplies and coordinate additional procurement of items as needed.
Requestion for and maintain proper use of office petty cash in line with the finance manual.
Greet visitors at the reception area and notify concerned staff of the presence of visitors. Take proper message for the person when she/he is not available.
Maintain an updated register for all visitors and in line with COVID 19 SOPs.
Keep track of the notice board to inform boardroom(s) use and support to arrange for meetings based on meeting reservations and details provided.
Prevent crowding of staff and visitors in the reception area.
Maintain an updated staff contact list and a telephone directory of key stakeholders – Ministry Department Agencies, Industry Apex Organizations, USAID and other Implementing partners.
Develop and standardize procedures for receipt of and use of office procurements.
Assist in tagging and tracking project equipment.
Support staff with travel reservations and arrangements for staff / international short-term personnel.
Organize relevant meetings, appointments, conferences, workshops, seminars and etc for program staff;
Arrange regular program staff meetings under the guidance, take minutes at meetings as required and distribute to concerned parties.
Manage log sheets of local supplies – newspapers, office cleaners, vehicle hire services etc
Requisition for staff airtime and modem data by every 25th of the month
Any other tasks assigned by respective supervisor/s from time to time.
Qualifications, Skills and Experience:
The applicant must hold a University degree or diploma in secretarial studies
At least three years’ experience in an equivalent position with international organizations.
Work experienced with USAID funded project is a plus.
Must be a Ugandan citizen.
Strong interpersonal and communication skills
Ability to effectively manage multiple priorities and time sensitive requests
Fluency in English
Comfortable using Microsoft Office Suite (especially Word, Excel), Google Applications/products, and other common software applications.
How to Apply:
All candidates should send their applications and updated CVs to info@ftfugandaiss.com
Deadline: 25th June 2021 by 4:00 pm EAT.