Fresher A’ Level Administrative Assistant NGO Jobs – Self Help Africa (SHA)



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.

List of Current Job Vacancies / Opportunities in Uganda

Uganda Jobs January , February, March, April, May, June, July, August, September, October, November, December

Sponsored Links