Carry out receptionist duties, forwards information by receiving and distributing communications and organisation materials (e.g. brochures, announcements and safety guidelines)
Management of the agency’s generic email box
Carry out daily newpaper review
Handle secretarial duties such as prepare necessary paperwork and correspondence (mailing, copying, scanning, binding and filling documents)
Schedule meetings, appointments and prepare conference rooms (e.g. make reservations and check equipment)
Support in organising missions to and from Uganda (arrange staff travel, accommodations, transport, update mission table, fill visa forms)
Update internal databases (e.g. mail registration, contact List, invitation and distributions lists according to occasion and activities)
Prepare local staff leave requests for approval by the country director, filing them and managing the excel file for staff leaves and public holidays
Manage drivers schedule and filling the fuel consumption sheet
Carry out other duties as assigned by Country Director

Assist the Office Manager

Maintains supplies by checking stock to determine inventory levels; anticipating requirements; placing and expediting orders; verifying receipt; stocking items; delivering supplies to work stations
Handle the cashbox and keeping the cash book up to date
Collecting invoices from suppliers, verifying their conformity (ensuring they are well adressed, amounts are as negotiated, contain all the relevant elements of an invoice such suppliers TIN etc.), having them approved by the Country director and forwarding them to the accountant for payment
Manage contracts with suppliers and service providers including initiating new contracts
Property and asset management for the office and residences (e.g keeping updated inventories of assets, calling on service providers for repairs)

Assist the communication focal point

Developing and updating communication material
Organizing communication events
Middle office focal point in liaison with the agency Program Officers and the Regional Office
Follow-up of specific undertakings provided for in financing agreements
Support to project managers for monitoring project impact indicators
Follow-up and archiving of no objection notices
Support to Program Officers for the completion of Disbursement Requests.

Administrative, clerical Jobs in Entry and Basic-level

Administrator