Administrative Assistant NGO Job Opportunities – Pathfinder International

Administrative Assistant NGO Job Opportunities – Pathfinder International

Job Title:       Administrative Assistant

Organization: Pathfinder International

Duty Station: Kampala, Uganda

About US:

Pathfinder International is driven by the conviction that all people, regardless of where they live, have the right to decide whether and when to have children, to exist free from fear and stigma, and to lead the lives they choose. Since 1957, we have partnered with local governments, communities, and health systems in developing countries to remove barriers to critical sexual and reproductive health services. Together, we expand access to contraception, promote healthy pregnancies, save women’s lives, and stop the spread of new HIV infections, wherever the need is most urgent. Our work ensures millions of women, men, and young people are able to choose their own paths forward.

Job Summary:   The Administrative Assistant is responsible for the professional and efficient managing of visitors, telephone calls and messages, as well as a variety of finance and general administration duties that support the finance and administration function.

Key Duties and Responsibilities:  

  • Receives and directs visitors at the reception and ensures they have been given the necessary assistance
  • Manages cluster’s switchboard – this includes answering, making telephone calls for staff and taking clear messages
  • Ensures that the reception area is well maintained and kept orderly.
  • Receives and sorts mail and deliveries; keep records of outgoing letters and ensure use of the delivery book and dispatch outgoing pouches to other PI field offices
  • Manages the office and ensures all necessary office supplies are available (stationaries, kitchen and cleaning items)
  • Manages the meeting room(s) booking log
  • Supports all Drivers in transport coordination by placing calls to staff and to drivers and communicating status.
  • Ensures office cleanliness is maintained
  • Raises all procurement requisitions, provides supportive documentation and forward for approval
  • Follows up with procurement staff to ensure purchase orders are approved and sent to respective vendors
  • Ensures vendors bring in their invoices in time, supported and send to finance for payment

Qualifications, Skills and Experience:

  • The applicant for the Pathfinder International Administrative Assistant job placement must hold a Diploma qualification in front office management or its equivalent; a Degree in Business Management is highly desirable.
  • At least five years of relevant work experience preferably in switchboard management
  • Excellent interpersonal and communication skills and ability to relate to people of diverse backgrounds
  • Ability to work well with others
  • Ability to represent Pathfinder to visitors
  • Good organizational and planning skills
  • Ability to professionally handle stressful and difficult situations
  • Proficient with Microsoft Excel, Word, Power Point and Outlook

How to Apply:

All applicants should send their cover letters indicating the job title for the position they are applying for addressed to the Chief of Party and a detailed CV indicating current and expected salary, telephone contacts and three of the most recent referees; preferably supervisors to

Deadline: 4th April 2020

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