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Administrative Assistant

Closing: Nov 3, 2022

This position has expired

Published: Oct 28, 2022 (2 months ago)

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Job Summary

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REQUIREMENTS
  • A Bachelor’s degree in Business Administration, Commerce, Accounting or any relevant field.
  • At least three (3) years’ relevant working experience in a busy organization preferably in a humanitarian agency.
  • Must have experience in stores management and logistics handling.
  • High level of integrity and confidentiality.
  • Excellent computer, writing and communication skills, including proven report writing skills.
  • Good interpersonal skills.
  • Ability to work in a team.


Responsibilities
REQUIREMENTS
  • A Bachelor’s degree in Business Administration, Commerce, Accounting or any relevant field.
  • At least three (3) years’ relevant working experience in a busy organization preferably in a humanitarian agency.
  • Must have experience in stores management and logistics handling.
  • High level of integrity and confidentiality.
  • Excellent computer, writing and communication skills, including proven report writing skills.
  • Good interpersonal skills.
  • Ability to work in a team.


  • Receive and attend to visitors with professionalism and good customer care.
  • Prepare and send office correspondences as requested.
  • Receive, record, sort and distribute all office correspondences (mail/deliveries and courier) on a daily basis.
  • In collaboration with the Operations department, ensure the availability of necessary office supplies.
  • Provide support to administrative and logistic arrangements of programme activities such as meetings, trainings and workshops etc.
  • Carry out all administrative procedures relating to the role of Administration effectively and in a timely manner.
  • Photocopy and file all field office documents as assigned.
  • Ensure that the reception area and ensure that it has good ambiance on a daily basis by ensuring that it is tidy and presentable.
  • Ensure that the reception area has all necessary stationery and material (e.g. pens, forms and brochures) available for both guests and ALIGHT Rwamwanja Operations.
  • Record all office supplies’ movements in and out of stores, ensuring the stock cards are kept up-to-date.
  • Compile quarterly needs for office supplies and submit to Operations Officer for onward approval and procurement.
  • Produce monthly stock utilization report for office supplies for submission to the supervisor.
  • Work closely with Operations Officer to ensure that the general office comfort items, garden / compound and sanitary supplies and materials are acquired timely, stocked and available for use by Incentive worker cleaners.
  • Ensure that the correct authorization procedures at every step of the process are complied with i.e. documents signature, budget management, quality control for incoming goods and payments.
  • Provide support to store keeping in the proper management of the stocks and the supply procedures.
  • Monitor all movements of items in & out of the warehouse (stock cards, store ledger, electronic stock reporting).
  • Support the monitoring of stock balances and advise the Program staffs on shortages according to minimum stock requirements.
  • Assist in conducting monthly physical inventory of all stock inclusive of spare parts and consumable items.
  • Assist in preparation of warehouse Stock tracking report and submit to operations on a monthly basis.
  • Support in booking accommodation for all staff travelling to Rwamwanja Office from other Sites / Offices upon request from the Operations Officer.
  • Ensure all invoices for accommodation, with supporting Travel Authorization Forms are forwarded to Finance Office for prompt settlement.
  • Plan, organize and provide support in the preparation of events, trainings, workshops and meetings at ALIGHT Rwamwanja Field Office.


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