Duties and Responsibilities

• Provide receptionist services, including welcoming visitors and directing them to the appropriate staff, as well as responding to phone calls
• Operate and maintain a variety of office equipment in the performance of basic office functions, e.g. photocopier, printer, scanner, etc
• Photocopy a variety of documents and other materials
• Prepare administrative correspondence, including memos and emails, as requested by the MD
• Record, distribute and file in an efficient registry and filing system all incoming and outgoing correspondence
• Disseminate relevant administrative and substantive documents to international /national staff
• Receive and format monthly information for the company
• Ensure proper filing of all documents, both of administrative and program nature
• Keep an updated database of office contacts
• Ensure timely request and delivery of stationary and office supplies to the field office
• Ensure that all documents awaiting distribution to other offices are dispatched in a timely manner
• Develop and maintain a weekly schedule of staff and vehicle movements.
• Assist with vehicle maintenance functions.
• Coordinate a variety of administrative duties (e.g. leave requests, meeting organization, travel requests, expense claims)
• Assist in the preparation and organization of programme events/workshops, as required, and provide logistical support to the programme team
• In coordination with the Kampala Administrative Officer and Head of Sub-office, assist in sourcing for quotations for procurement of service providers, workshop venues, material supplies
• Complete other related tasks assigned by the MD

Results Expected:

• Provide general office and administrative support, including accurate and timely production and processing of documents and administrative requirements.
• Maintain accurate records and/or data.
• Appropriately apply relevant policies, guidelines, procedures and processes.
• Recognize and report data and other discrepancies.
• Establish effective working relationships with internal and external contacts at all levels.

Competencies

• Professionalism - Knowledge of basic clerical functions.
• Ability to operate standard office equipment.
• Shows pride in work and in achievements
• Demonstrates professional competence and mastery of subject matter
• Is conscientious and efficient in meeting commitments, observing deadlines and achieving result
• Is motivated by professional rather than personal concerns
• Shows persistence when faced with difficult problems or challenges
• Remains calm in stressful situations.

• Planning and Organizing - Ability to establish priorities and to plan, coordinate and monitor own work plan; Demonstrated ability to apply good judgment in the context of assignments given;

• Communication - Ability to speak and write in a clear and concise manner, including ability to draft a variety of reports, correspondence, etc.

• Technological Awareness - Good computer skills, including proficiency in word processing, excel, spreadsheets, other and relevant software packages;

• Teamwork - Good interpersonal skills; ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.

Required Skills and Experience

Education: Completion of university education

Experience: At least 3 years of combined progressively responsible experience in related areas, i.e. human resources, general administration, financial administration etc .