Administrative Assistant

• A university degree, preferably in Business Administration, Social Sciences, or related field of study.

• At least 3 years’ experience handling administrative tasks with a development program or project.

• Proficient with computer technology and Microsoft Office applications including Microsoft Word, Excel, Outlook.

• Strong oral and written communication skills

• Ability to pay attention to detail.

• Able to assure confidentiality.

• Ability to work effectively with diverse groups of people.

• A university degree, preferably in Business Administration, Social Sciences, or related field of study.

• At least 3 years’ experience handling administrative tasks with a development program or project.

• Proficient with computer technology and Microsoft Office applications including Microsoft Word, Excel, Outlook.

• Strong oral and written communication skills

• Ability to pay attention to detail.

• Able to assure confidentiality.

• Ability to work effectively with diverse groups of people.

Procurement and Logistics Management.

• Process travel requests and make reservations for accommodation for Senior Management Team on field-based activities.

• Create and maintain relationships with vendors/suppliers.

• Estimate and establish budgets for purchases, review vendor and supplier documentation, issue purchase requests and follow up on procurement decisions.

• Maintain purchase records and other important data.

• Negotiate pricing and supply contracts.

• Provide timely and coordinated logistical support to Global Office Guests and other regional guest visiting Uganda Country Office including airport pickups, accommodation, field movement and handle related queries.

Project support.

• Works with other project staff to coordinate project activities, organize venues for meetings, training etc.

• Provide administrative support for project meetings, workshops, conferences, take part in planning, and ensure proper documentation of project activities.

• Assist with scanning and appropriates storage of some project documents under guidance of Project controller.

• Keep the project calendar up to date.

• Offer suggestions to improve efficiency.

Human Resource Support.

• Assist in human resource activities including advertisements, interviews, employment contracts, organize and maintain personnel records.

• Regularly update internal databases and support tracking of leave records, performance management cycle and all related staff information.

• Support the orientation of new staff, develop onboarding schedules, and ensure that new staff are provided with the necessary information and facilitated accordingly as provided for by the policy.

• Participate in HR projects.

• Answer employees' queries about HR-related issues.

General Management:

• Ensure smooth running of the office.

• Work closely with management to ensure office safety and security including timely servicing of equipment.

• Help set up meetings, take minutes and maintain the records on a shared file.

• Handle reception duties, escort visitors

• Any other duties assigned.