Key Duties and Responsibilities:
Manages the front desk operations:
Answers general phone inquiries using a professional and courteous manner
Replies to general information requests with accurate information
Greet clients / suppliers / visitors to the organization in a professional and friendly manner
Provide General Office Administrative Support.
Code and file materials according to established procedures
Back up electronic files using a proper filing system
Answers all routine correspondence and staff notices.
Maintains an inventory for all office equipment, furniture in Arua Field Office and ensures that all office equipment, furniture and other facilities are in good working condition. Coordinate the maintenance of office equipment
Orders, receives and ensures sufficient stock of stationery items, cleaning materials and other office needs. Keeps sufficient PR materials (e.g. brochures) in dealing with information to guests and other requests.
Provides key support organizing special functions e.g. office occasions, meetings, workshops and public functions.
Procures office requirements, utilities and refreshments
Handles petty cash and submits accountability on time
Coordinates Secretarial Services
Performs and coordinates secretarial duties such as preparing important communications, documents and reports .
Prepares for meetings and appointments, and issues notices and reminders as required. Helps in preparing meeting agendas and takes minutes.
Ensures high standards of Efficiency and Organization.

Exercises good time management and meets deadlines in all matters.
Maintains a well-organized office environment by employing an organized approach, ensuring cleanliness and good order. Proposes improvements in office administration practice and facilities, including filing systems, communication and information flow.
Supervises the Office cleaner ensuring high standards of efficiency in both areas of work. Ensures that the performance of the two staff is regularly assessed.
Maintains a daily check of the office environment including the compound/gardens, working closely with the responsible staff to ensure that high standards of cleanliness.

Qualifications, Skills and Experience:
The applicant for the Finn Church Aid Administrative Assistant job must hold a Bachelor’s degree in Business Administration, Human Resource Management
Two years of experience in a reputable organisation
High-level communication skills;
Demonstrated project, program and human resource management experience
Good understanding of NGO operations
Proven ability to prioritize tasks, meet deadlines and work with limited supervision
Personal Attributes:
High integrity, self-driven and able to set own work schedule with rigorous deadlines.
Good command of communication skills in English
Ability to initiate and complete assignments and to work under demanding circumstances with minimal supervision.

How to Apply:
Please attach a cover letter and a CV (not more than 5 pages) with at least three referees and a daytime telephone contact, addressed to: The Human Resource and Administration Manager, Finn Church AID, Uganda Country Office. P.O. Box 21826 Kampala, Roche Close – Tank Hill Rd, Plot 1495 Muyenga, Uganda. Ugaco.hr@kua.fi. Email applications should be in one file attachment (Ms Word or PDF) mentioning the position title in the subject and Districts. Please do not attach academic documents when you apply online

Deadline: 9th July 2021.