Jobs in Uganda - Administrative Assistant Job at Church World Service


Church World Service

Administrative Assistant Job Post

Location:  Jobs in Uganda 2021 - 2022


Work Hours: Full-time, 08 hours per day

Salary: UGX

No. of vacancies: 01

Deadline: 24 September 2021

Hiring Organization: Church World Service

Job Details:

Job Title: Administrative Assistant
Grade: 4 (N)
Level: Associate Specialist
Division: Administration
Location: Kampala, Uganda

Primary Purpose
This position is responsible for running and coordinating the day-to-day administrative duties of CWS RSC Africa’s office. This includes providing administrative support to senior managers and other units within the Administration Division and assisting in daily office needs.
Supervision
This position directly reports to the Administration Supervisor.


Essential Duties
1. Co-ordinates office activities and operations to secure efficiency and compliance to CWS RSC Africa policies and procedures.
2. Assists in administrative duties and HR duties as required by the HR management including supporting recruitment drives.
3. Receives and distributes monthly telecommunication Invoices to the staff who have exceeded their limits
4. Completes quality checks for logistics and communications suppliers on behalf of the Procurement Unit for payment processing by the Accounts department.
5. Completes Travel Expense Reports for Senior Management Team on completion of an official trip
6. Assists in preparing for high-level meetings e.g. PRM Partner's meetings. This includes organizing visitor's snacks/lunches as requested, and preparing materials and/or reports needed (if any).
7. Liaises with the Property Unit to ensure drivers are on stand-by to pick or drop visitors, staff, and/or equipment/supplies to various destinations as required.
8. Assists the Administration Supervisor in managing the Resource Centre ensuring that resources borrowed are returned on time.
9. Schedules meetings (including virtual meetings) and meeting rooms as required on the Outlook Calendars.
10. Works with the Receptionist to order and take stock of office supplies ensuring that there is always enough supply for refugee applicants and the smooth operation of the front office.
11. Continuously works on finding ways to improve administrative processes.
12. Maintains Office Management procedures including contact information, directions, and frequently requested organization information.
13. Performs other duties as assigned which are designed and developed to improve the operations of the CWS RSC Africa Office

Qualifications:
Education:
Bachelor’s degree in Business Administration or related field; or four (4) years of paid work
experience in lieu of a Bachelor’s Degree is required.

Experience:
• Five (5) years of related work experience with increasing responsibilities is required.
• Previous experience working with an International NGO is an added advantage

Knowledge/Skills:
• Demonstrated strong computer skills, especially MS-Word, Excel, and Outlook
• Knowledge of office management systems and procedures
• Demonstrated written and verbal English skills
• Committed to and conform with the organization’s mission

Abilities:
The Administrative Assistant must have the ability to:
• Communicate effectively both verbally and in writing.
• Maintain the confidentiality and integrity of organization information.
• Exercise good judgment and seek guidance as appropriate when confronted with unanticipated problems.
• Effectively manage CWS RSC Africa’s resources.
• Follow instructions from the Supervisor with a positive and receptive attitude.
• Deal effectively and courteously with a large number of associates, outside agencies, refugees, and members of the general public.
• Conduct oneself professionally and courteously to represent the best interests of RSC Africa and CWS/IRP.
• Maintain a high-performance standard with attention to detail.
• Carry out all of the duties of the position efficiently and effectively with minimal supervision.
• Work independently and contribute to the overall operations of CWS Africa.
• Take initiative in the development and completion of projects.
• Lead others and address issues as they arise.
• Maintain strict confidentiality with CWS Africa administrative and operational information.
• Manage a large and diverse workload under pressure with competing priorities.
• Analyze and solve complex problems and make sound decisions.
• Work well as a team in a multi-cultural environment while maintaining a high level of motivation.
• Manage large and diverse workload under pressure with competing priorities.
• Actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).

Additional Disclosure clause:
This position is contingent upon approval of funding

Working Conditions
Physical: This position requires bending, squatting, sitting, standing, walking, pushing/pulling, handling objects (manual dexterity), reaching above shoulder level, using fine finger movements, and lifting/carrying moderate loads

Environmental: Normal office working conditions.

Special Requirements
Police clearance certificate issued within the past one year (12 months) is required before the start of employment.

Licensing/Certification
None

Competencies
Communication
Ensure effective exchanges of information with others. Examples of skills and behaviors include speaking to others respectfully; expressing ideas in a logical, organized way; sharing information appropriately; and clarity and conciseness in written communication.
Relationships
Ensure constructive and supportive interactions with others. Examples of skills and behaviors include being positive and supportive when working with others; sharing information and resources freely; resolving conflict constructively; and proactively working to remove obstacles to success for others.
Job Knowledge
Utilize and apply job-related knowledge to complete job tasks at a level that meets or exceeds expectations. Examples of skills and behaviors include utilizing job knowledge to solve problems or develop new approaches; maintaining or enhancing skills through continuing education; and taking on projects that will develop or enhance skills.
Teamwork
Work effectively and contribute as a member of a team. Examples of skills and behaviors include supporting other team members by sharing information; covering the work of others during absences, vacations, etc.; and actively participating in developing ideas for ways to increase team effectiveness.
Problem Solving
Analyze information and develop solutions to challenges that arise when performing a job. Examples of skills and behaviors include researching and collecting facts; defining the issues and the parties affected; formulating options/solutions for addressing the problem; and engendering support for and implementing the solution.

Application procedure

Apply at: https://bit.ly/3lnFIQP 

Date Posted: 2021-09-15

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