World Vision Uganda Jobs 2022 – Fresher Administrative Assistant (ECHO Project)

Logistical Support

• Provide logistical support and back up in the planning of meetings and workshops
• Ensure adequate stocks of key office materials are in place at all times
• Keeping petty cash and timely replenishment
• Maintaining supplies / logistics inventory and preparing requisitions for office supplies and equipment
• Provide refreshment to staff and visitors

Asset Management

• Maintain a data base of Office Asset
• Identify and coordinate request for installation, repair services in line with policy
• Monitoring the security of the store as well as cleanliness
• Track and ensure timely payment of utility bills

Work place Health and safety

• Ensure regional office is kept tidy and clean
• Ensure fire extinguishers are place in the right places and valid throughout the year
• Maintain all staff facility in good and usable condition

Document Management

• Manage the filing system
• Ensure soft copy documents are backed weekly

Secretarial Support

• Receive, deliver and file correspondences
• Disseminate guidelines and relevant docs to the staff as given by management
• Maintain an up-to-date contact list of staff.

Support to regional staff

• Provide guidance on administrative processes
• Maintain smooth communication flow in office
• Facilitate and support staff on logistical and admin requirements such as travels, follow up on requisitions.
• Provide weekly and monthly travel schedules for the regional team for management approval and generate monthly staff attendance.

Support in developing calendars

• Support in developing calendar of key events
• Take minutes for administrative meetings
• Follow up on meeting invitations through calls and emails
• Management and coordination of visitors

Customer care

• Screening telephone calls, enquires and handling them when appropriate
• Coordinate guest logistics such as accommodation booking, supporting guests needs

Reporting

• Send monthly store reports
• Prepare and send monthly filled LDRs
• Follow up with staff on status of key action points, audit implementation
• Track and update the staff on progress of assigned tasks

• A Bachelor’s degree in office management, business Administration, Human Resource, Organizational Phycology, Development studies or related field
• Minimum of two years’ working experience
• Must have knowledge of store management
• Must have knowledge of key financial management and logistics
• Must have knowledge in computer applications
• Effective communication skills
• Excellent customer care and public relations skills
• Effective in written and verbal communication in English
• Strong analytical skills, conceptual and follow up through skills
• Strong interpersonal skills
• Commitment to World Vision Mission and partnership values and sensitivity to its various expressions across cultures and denominations