Job Title:   Administrative Officer

Organisation: African Initiatives for Relief and Development (AIRD)

Duty Station: Kampala, Uganda

About Organisation:

The African Initiatives for Relief and Development (AIRD) is a non-political, non-religious and non-profit making NGO with Country Program Offices in Burkina Faso, Burundi, Cameroon, Central African Republic, Chad, Democratic Republic of Congo, Ethiopia, Niger, Republic of Congo, South Sudan, Tanzania, and Uganda. AIRD’s objective is to offer operational support, including but not limited to supply chain, logistics, construction, infrastructure, environment, livelihoods and WASH in partnership with relief and development organizations that focus on disaster-affected and development-oriented areas. AIRD delivers for and through partners including but not limited to UN Agencies, international and national donor organizations and governments

Job Summary:   The objective of this post is to ensuring efficient daily operations, smooth coordination among departments, and effective head office administrative support.

Key Duties and Responsibilities:

• Ensure the smooth functioning of office operations, including handling administrative tasks such as filing, record-keeping, and document management.
• Manage office supplies, ensuring timely replenishment without overstocking.
• Ensure all office equipment is operational and serviced regularly.
• Prioritize and complete administrative tasks on time, such as processing paperwork, managing communications, and handling inquiries.
• Assist in organizing meetings, events, and appointments efficiently, coordinating resources as needed.
• Ensure adherence to office policies, procedures, and timelines.
• Facilitate clear and timely communication between departments, staff, and external partners.
• Handle incoming and outgoing correspondence (email, phone, mail) promptly and accurately.
• Ensure smooth coordination of office activities and scheduling.
• Provide excellent customer service to internal and external clients, ensuring inquiries are addressed quickly and professionally.
• Serve as the point of contact for visitors and ensure their needs are met in a courteous manner.
• Resolve administrative issues and escalate problems when necessary to avoid disruptions.
• Maintain accurate and up-to-date records, both digital and physical, to ensure easy retrieval and secure storage of important documents.
• Regularly review and update filing systems for efficiency and accuracy.
• Provide administrative support to other team members, including preparation of travel authorizations and claims, preparing reports, and managing schedules as needed.
• Cross departmental assistance in managing administrative tasks from time to time.
• Identify areas for improving office processes and procedures to increase efficiency and reduce operational costs.
• Implement new tools or techniques to streamline administrative tasks introduced by the management.
• Actively seek feedback from staff and through management adjust office operations when needed.

• Bachelor’s degree in Business Administration/any other related Business Studies.
• At least 6 years working experience in office administration and employee relations management

Others/Extra Details

• Strong interpersonal and communication skills.
• High level of honesty and Integrity
• Attention to detail and accuracy
• Experience in the use of computers and office software packages (MS Word, Excel, etc.) and knowledge of spread sheet and database packages
• Ability to work under pressure with minimum supervision.
• Willingness to work in any part of the country