Fresher Administration Assistant NGO Jobs – COBURWAS International Youth Organization to Transform Africa (CIYOTA)
Job Title: Administration Assistant
Organisation: COBURWAS International Youth Organization to Transform Africa (CIYOTA)
Duty Station: Kampala, Uganda
Reporting to: Deputy Executive Director
About US:
COBURWAS International Youth Organization to Transform Africa (CIYOTA) is a volunteer-based, non-profit organization established by refugee youth in December 2005 in Kyangwali refugee settlement, Uganda. The Organization remains committed to its mission to empower young people living in Uganda, and across Africa to be socially responsible entrepreneurial leaders to solve the root causes of their community problems. CIYOTA is committed to paying particular attention to children and youth within their programs who have suffered from violence and trauma, and aspires to sustain support for young people who have suffered trauma. CIYOTA also recognizes the power of functional education as a critical part of healing conflict and creating social cohesion in communities.
Job Summary: The Administration Assistant primarily coordinates office activities and operations to achieve efficiency and compliance to company policies. As he/she will provide office support and coordinate office activities, a positive attitude and attention to detail are a must.
Key Duties and Responsibilities:
Front Desk Management
- Manage incoming and outgoing phone calls professionally.
- Monitor incoming and outgoing mail; receive and sign for mail/packages from couriers and deliver to proper recipient.
- Welcome visitors with a warm smile and positive attitude and provide any required assistance.
- Support to maintain security in the workplace by issuing, checking and collecting badges as necessary and maintain visitor logs in coordination with the security personnel.
- Maintain a safe and clean reception area by complying with procedures, rules, and regulations.
Administration Support
- Run errands in a timely and organized manner.
- Support department managers, staff, and directors- assisting with a variety of administrative tasks including copying, taking notes and meeting minutes.
- Assist with coordinating travel arrangements.
- Monitor and maintain office equipment.
- Take stock of office supplies and place timely orders when necessary.
- Organize conference room scheduling, equipment, and cleaning.
- Supervise office general cleaning.
- Coordinate building and maintenance issues for general repair and updates.
- Organize catering, coffee or other refreshments as needed.
- Organize special functions and social events.
- Uniting, educating and empowering the youth to transform communities in Africa
- Perform ad hoc administrative duties.
Senior Management support
- Submit timely reports, research notes, preparing presentations and proposals as assigned.
- Manage senior managers’ appointments and calendars.
Qualifications, Skills and Experience:
- The ideal candidate must hold a Diploma/Bachelor’s Degree in Business Administration or relevant field. Preferred.
- Prior experience in handling administrative responsibilities with a proven track record is a must. NGO experience is an added advantage.
- Familiarity with office management procedures is desirable.
- Outstanding written and verbal communication and interpersonal abilities.
- Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel); scheduling appointments/updating calendars a must.
- Flexible to changing demands and a highly organized multitasker who works well in a fast-paced environment.
- Willingness to learn and to grow with the company.
Core Competencies include:
- Integrity: one who is trusted and presents truthful information and admits mistakes.
- Decision making: analyzes situations at both strategic and operational level.
- Relationship builder: has ability to build and maintain effective relationships and networks both internally and externally.
- Continuously learning: seeks opportunities to develop self and applies new knowledge and skills to meet the dynamic needs of CIYOTA.
- Uniting, educating and empowering the youth to transform communities in Africa
- Communication: can articulate their views and those of the organization in a simple and understandable means to achieve a desired goal.
Technical Competencies include:
- Computer literacy: ability to use specific computer applications and programs in their functional area to improve the organization’s effectiveness, decision making and processes. Has the ability to improve performance by integrating new and existing technology into the workplace.
- Innovative mindset: questions and seeks out information from multiple sources, learns from mistakes and sees change as an opportunity.
- Telephone handling: is professional, empathetic and represents the organization positively at all points of contact with both internal and external stakeholders.
How to Apply:
If you believe that you embody these experiences and values and your mission is aligned to ours, we are excited to meet with you and welcome you aboard with likeminded individuals. You will have an amazing opportunity to make a difference in the lives of affected children across Uganda while being able to share your expertise, grow your career, network with global stakeholders and work with a diverse, focused and engaged team. If qualified and interested in this position, please email your cover letter and resume to ruthie.bizgal@gmail.com
Deadline: 23rd February 2021.
NB: Only shortlisted candidates shall be contacted.
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