Job Title:   Administrative Assistant (No Experience NGO Jobs)

Organisation: Danish Refugee Council (DRC)

Duty Station: Kampala, Uganda

NB: For Internal Applicants only

About Organisation:

The Danish Refugee Council (DRC) is a private, independent, humanitarian organization working on all aspects of the refugee cause in more than 36 countries throughout the world. The aim of DRC is to protect refugees and internally displaced persons (IDPs) against persecution and to promote durable solutions to the problems of forced migration, on the basis of humanitarian principles and human rights. DRC works in accordance with the UN Conventions on Refugees and the Code of Conduct for the ICRC and NGOs in Disaster Relief.

Job Summary: DRC Uganda is currently looking for a highly qualified and motivated individual to join our dynamic team as an Administrative Assistant.

The overall purpose of the role:

The Administration Assistant provides support for the daily functioning of the office and the implementation of DRC programs in the Uganda Country office, collaborates with the support team and program staff to ensure the timely completion of administrative tasks, and provides the necessary support to other teams in his/her area of responsibility. This role has a country focus and ensures compliance with DRC administrative procedures and guidelines within the country.

Key Duties and Responsibilities: Your main duties and responsibilities will be:

• Receiving visitors at the front desk by greeting, welcoming, directing, and announcing them appropriately
• Ensure the office premises are tidy and always organised through the proper supervision of cleaners
• Effective work with finance, logistics, and program departments to prepare for the timely procurement of office stationery and consumables
• Assist with the organization of events (workshops, meetings, etc.).
• Book accommodation for DRC staff
• Book international flights for DRC staff.
• Receive and send official correspondence and maintain a record of it.
• Attend and receive phone calls for the DRC office.
• Perform ad hoc office tasks.
• Prepare payment requests for administration invoices while maintaining a proper tracker
• Managing equipment: Overseeing the operation of office equipment and arranging for repairs
• Taking notes during HR/Admin meetings, documenting key points and actions
• Facilitate office orientation for new staff to ensure a smooth onboarding experience.
• Ensure proper filing of Admin records on SharePoint
• Support the Admin and Compliance Officer in his/her absence.
• Any other duties relating to the nature of the job as requested by the Manager

Qualifications, Skills and Experience:

To be successful in this role, we expect you to have experience in administrative-related work and proven ability to handle a challenging workload. Moreover, we also expect the following:

Required

• A bachelor’s degree in Office Management, Human Resource Management, Business, Social Sciences, or related field.
• Computer literate (including working knowledge of Microsoft Office (Excel, PowerPoint) and databases)
• Good interpersonal skills
• Good verbal and written communication skills in English
• Excellent attention to detail, organizational skills, and discretion with confidential information
• Ability to work independently and proactively

Desirable

• Knowledge or experience of NGO work

In this position, you are expected to demonstrate DRC’s five core competencies:

Striving for excellence: You focus on reaching results while ensuring an efficient process.

• Collaborating: You involve relevant parties and encourage feedback.
• Taking the lead: You take ownership and initiative while aiming for innovation.
• Communicating: You listen and speak effectively and honestly.
• Demonstrating integrity: You uphold and promote the highest standards of ethical and professional conduct in relation to our values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.