Job Title:  Administration Assistant/Receptionist (Fresher NGO Jobs)  

Organisation: World Education

Duty Station: Kampala, Uganda

About Organisation:

World Education, a division of JSI Research & Training Institute, Inc. (JSI/WE) is dedicated to improving people’s lives around the world through greater heath,  education and socioeconomic equity for individuals and communities, and to providing an environment where people of passion can pursue this cause.

Job Summary:   JSI/WE is seeking an Administration Assistant/Receptionist for a five-year USAID funded Targeting the Learning Crisis (TLC) Activity in Uganda, which aims to create sustained, measurable improvements in development outcomes in Basic Education through Targeted Instruction for foundational skills, a learner-centric pedagogy that reorganizes math and literacy instruction based on children’s actual learning levels, rather than on the prescribed grade-level syllabus. The Activity seeks to implement cost-effective, sustainable, and impactful programming, centered in P1-5, and evidence-based early childhood education for pre-primary years, in order to significantly improve math and reading learning outcomes for Ugandan primary students.

The Administration Assistant/Receptionist is a fulltime position based in Kampala. S/he will be responsible for the management of the front office. S/He will provide general administrative and office management support to TLC staff and other partners with the overall aim of ensuring smooth functioning of office operations and activities. S/he will report to the Human Resource Manager.

Key Duties and Responsibilities:

• Receive and answer telephone calls and receive all visitors in a professional and courteous manner and direct them to appropriate staff member.
• Distribute office mail and send out mail/packages to the appropriate hosts and couriers.
• Develop and update an office mailing and contacts list.
• Assist with travel and logistics arrangements for staff and visiting headquarter staff, if applicable, including hotel bookings and airline reservations.
• Participate in the development of, and manage JSI/WE welcome packages for visitors;
• Assist to arrange and coordinate office conferences/retreats, and other office events and ensure its documentation, minutes are tracked, signed, and filed.
• Assist the Finance & Administration Manager with receiving all maintenance requests for office maintenance, IT problems, internet connections, phones and any other request for repairs; contact service providers for repairs and assistance; serve as main contact person for service providers; follow-up to ensure that all problems are fixed; keep log of all maintenance problems, calls and date when service completed;
• Maintain office-wide calendar of meetings and use of conference room and ensure meeting room set-up. Manage meeting/conference room set-up
• Prepare minutes of staff meetings as requested;
• Plan, organize and oversee all special office maintenance/works and activities whenever needed;
• Ensure that in your line of duty, you are aware of child safeguarding principles and guidelines and apply it in your day-to-day roles as you interact with communities and children.
• Ensure promotion of safe child practices and mitigation, prevention and reporting of violations of children to ensure compliance; Carry out other tasks as assigned by your supervisor or designee.

• Two (2) years of experience working in a similar or related role in administration/operations, preferably with donor funded projects;
• University degree in a relevant field, such business administration & management; public administration or any related field
• Good skills in Microsoft Word, Excel;
• Good communications and interpersonal skills;
• Ability to work independently, take initiative and manage various activities in a team setting with minimal supervision;
• A proven ability to work as part of a team and to be self-managing;
• Must be able to maintain confidentiality for all project and staff proprietary matters.
• Knowledge of USAID rules and regulations and past international development sector experience is an added advantage.