Fresher A’ Level Administrative Assistant NGO Jobs – Self Help Africa (SHA)
Job Title: Administrative Assistant
Organisation: Self Help Africa (SHA)
Duty Station: Kampala, Uganda
Reports to: Senior Administrator
About US:
Self Help Africa (SHA) is an International Non-Governmental Organization implementing rural development, sustainable food and livelihoods security programmes in nine countries in Sub-Saharan Africa. SHA’s vision is an economically thriving and resilient rural Africa with a mission to support sustainable livelihoods for Uganda’s smallholder farmers. SHA has been working in Uganda for close to 20 years.
Job Summary: The Administrative Assistant performs various routine office caretaking duties, picking-up and delivering items; serving refreshments, office support functions as well as other related duties as required.
Key Duties and Responsibilities:
Office Premise caretaking
- Timely opening and closure of office premise. Includes ensuring all appliances and equipment (shared appliances e,g telephone line, internet routers, photocopiers and printers) are switched on/off as appropriate,
- Reporting of any mal-functioning equipment/items in areas of operation i.e doors, handles, locks, taps, cisterns, lights, switches, etc, on a monthly basis
- Ensuring the cleanliness of office premises (external and internal)
- Continuous improvement of the organisational image through ensuring proper office lay out, outlook and office signage
- Assist with frontdesk work, including receiving and directing visitors and responding to basic enquiries.
Provision of refreshments to staff/visitors
- Ensuring consumable office supplies are always available
- Ensuring that tea and other refreshments are in place for staff and visitors
Mail management
- Clear document trays and distribute documents as required
- Checking the post office box for any mails on a monthly basis
- Recording/ registering incoming mails
Clerical office support
- Assist with photocopying, collating, scanning and binding documents as the need arises
- Type documents and correspondence for staff, proofread pamphlets, flyers, manuals and handbooks for accuracy and completeness as needed.
- Assist in the coordination and preparation for meetings and special events by securing and setting up the rooms, preparation of documents/folders, registrations, payments, confirmation and arranging for refreshments and necessary equipment
Store Management
- Tasked with collecting and distribution of stationery and other supplies to staff from stores
- Ensuring records of all supplies are up-to-date and inflows balanced against outflows.
- Assist with filling in forms and control documents according to agreed control procedures e.g stores stock register.
- Tasked with displaying office supplies and stock in an easy to locate manner in the store
- Receiving and recording of all goods procured in to store
- Tracking stores supplies and stock and initiating stock replacements
Recording and tracking payment document
- Receiving and recording all external payment requests and/or invoices
- Maintain Request To Order Forms (RTO), writing and tracking Local Purchase Orders
- Ensure completeness and accuracy of supporting documents of invoices for payment
Qualifications, Skills and Experience:
- The ideal candidate for the Self Help Africa Administrative Assistant job must hold an A’ level certificate
- Training to certificate level in office management or fields related to tasks above
- At least five years of practical experience working, preferably in international NGO environment
- Ability to learn quickly
- Ability to use modern office equipment
- Ability to understand and follow simple written and oral directions
- Ability to use appropriate initiative as may be required in a given situation
- Highest standards of ethics, including honesty and trust worthiness
- Positive attitude and behavior
- Self-motivated
Desirable
- Willingness to work extra time and during odd hours
- Basic experience with accounting, stores or logistics work
- Diploma in fields related to the above tasks
How to Apply:
All suitably qualified and interested candidates should send a completed application form, Download Here, CV & Cover Letter by E-mail as follows: – uganda@selfhelpafrica.net. Please type “Administrative Assistant” – [your name]” in the subject line of the e-mail.
Deadline: 4th January 2019
Please do not send certificates at this stage. Due to the anticipated high volume of applications, kindly note that only short listed candidates will be contacted.
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