JOB DETAILS:
Purpose of the position:
The Administrative Assistant will work closely with the Country management team, administrative departments, programme managers and project staff to ensure smooth office operations, high quality data management and compliance to internal procedures.
Cordaid Uganda invites experienced professionals to apply for the position of Administrative Assistant.

KEY DUTIES & RESPONSIBILITIES
Responsibilities
Procurement and Logistics Management.
• Process travel requests and make reservations for accommodation for Senior Management Team on field-based activities.
• Create and maintain relationships with vendors/suppliers.

• Estimate and establish budgets for purchases, review vendor and supplier documentation, issue purchase requests and follow up on procurement decisions.
• Maintain purchase records and other important data.
• Negotiate pricing and supply contracts.
• Provide timely and coordinated logistical support to Global Office Guests and other regional guest visiting Uganda Country Office including airport pickups, accommodation, field movement and handle related queries.

Project support.
• Works with other project staff to coordinate project activities, organize venues for meetings, training etc.
• Provide administrative support for project meetings, workshops, conferences, take part in planning, and ensure proper documentation of project activities.

• Assist with scanning and appropriates storage of some project documents under guidance of Project controller.
• Keep the project calendar up to date.
• Offer suggestions to improve efficiency.

Human Resource Support.
• Assist in human resource activities including advertisements, interviews, employment contracts, organize and maintain personnel records.
• Regularly update internal databases and support tracking of leave records, performance management cycle and all related staff information.

• Support the orientation of new staff, develop onboarding schedules, and ensure that new staff are provided with the necessary information and facilitated accordingly as provided for by the policy.
• Participate in HR projects.
• Answer employees' queries about HR-related issues.

General Management:
• Ensure smooth running of the office.
• Work closely with management to ensure office safety and security including timely servicing of equipment.
• Help set up meetings, take minutes and maintain the records on a shared file.
• Handle reception duties, escort visitors
• Any other duties assigned.

REQUIREMENTS
Qualification, Skills, and Knowledge
• A university degree, preferably in Business Administration, Social Sciences, or related field of study.
• At least 3 years’ experience handling administrative tasks with a development program or project.

• Proficient with computer technology and Microsoft Office applications including Microsoft Word, Excel, Outlook.
• Strong oral and written communication skills
• Ability to pay attention to detail.
• Able to assure confidentiality.
• Ability to work effectively with diverse groups of people.

Core Competencies:
• Good interpersonal, co-ordination and negotiation skills, and the ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
• Strong commitment to integrity, professionalism, creativity and innovation, willingness to learn, accountability, planning and organisation, results orientation, teamwork, and technological solutions.