Administration Assistant Jobs – Uganda Biodiversity Fund (UBF)

Job Title: Administration Assistant

Organisation: Uganda Biodiversity Fund (UBF)

Duty Station: Kampala, Uganda

About UBF:

The Uganda Biodiversity Fund (UBF) is an independent conservation institution, ‘a Trust Fund’ established as a mechanism to provide sustainable financing for the conservation of priority biodiversity and ecosystem services in Uganda. The mission of UBF is: “to serve as a catalyst for mobilizing, managing and channeling financial resources for biodiversity conservation and sustainable use of natural resources in Uganda for the benefit of current and future generations and the intrinsic value of nature”. UBF has been implementing programmatic and grants management activities since 2017.

Job Summary: The Administration Assistant is responsible for performing clerical functions of the front desk, logistics and stores maintenance, supporting the procurement functions, and maintaining a clean, safe, and attractive working environment.

Key Duties and Responsibilities:

Effective Front Desk management: Receive and respond to all UBTF visitors’ inquiries, phone calls and correspondence.
Procurement: Handle procurement functions as will be delegated by the procurement officer in line with the procurement policy guidelines
Maintenance of Premises: Coordinate the maintenance of UBTF premises in line with the UBTF Policies.
Provide executive assistance support to the Board, Executive Director and other staff as required.
Keeping stores records: Plan, Issue out items and maintain levels of stores, arrangement, monitor and keep up-to-date stores records.
Payment Requests: Examine payments requests and other Financial Transactions for approval and ensure there are adequate supporting documentation in accordance with donor guidelines and national laws.
Financial record keeping: Maintain accurate up to date financial records of petty cash, receipts, GRN, DN.
Contribute and support project related utility management and reporting including but not limited to subscriptions (email, internet), office supplies, photocopier, and other machinery services.
Support compilation, submission and tracking of requisitions for monthly data, staff supplies, payment requests and other logistical requirements.
Contribute to maintenance and regular updates of the asset listings.
Assist in preparing the project procurement plans, requisitions and updates on receipt of goods and services.
Support administrative arrangements for the project events, meetings, workshops.
Coordinate staff meetings and ensure efficient distribution of minutes, workshops, seminars, and conferences for the project team.

Qualifications, Skills and Experience:

The ideal candidate must hold a bachelor’s degree in business administration, Secretarial studies, Office Management, Procurement and Logistics or any related field.
A minimum of three years of similar work experience from a reputable organization preferably NGO
Proficient with computer technology and Microsoft Office applications including Microsoft Word, Excel, Power-point, Outlook.
Strong oral and written communication skills
Strong organizational, interpersonal skills
Work experience in administrative support of a development program/project is an advantage.
Demonstrated ability to work in teams, solve problems, prioritize workloads, meet deadlines, and work well under pressure is highly desired.
Fluency in English is required.
Must be able to work independently while being a strong team player.

Personal Attributes

Excellent interpersonal and networking skills
Excellent communication skills.
Excellent coordination and organizational skills.
A good timekeeper
High degree of integrity and confidentiality.
Ability to work under pressure.
A client orientation to service provision.
A team player.

How to Apply:

All interested candidates should send their applications with updated CVs including three work related referees addressed to: The Human Resource & Administration Officer through e-mail address hr@ugandabiodiversityfund.org by 04th September 2023. Please indicate the title of the Job you are applying for in the Subject line of the Email.

NB: Only shortlisted candidates shall be contacted. Any applications submitted after the deadline shall not be considered.

Deadline: 4^th September 2023