Administrative Assistant – Cross Cultural Foundation of Uganda

Job Title: Administrative Assistant

Organization: Cross-Cultural Foundation of Uganda

Duty Station: Kampala

Duration of contract: The Administrative Assistant will be offered an initial 2 year contract, following satisfactory completion of a 3-month probation period.

Cross-Cultural Foundation of Uganda (CCFU) Profile:

Since its inception in 2006, the Cross-Cultural Foundation of Uganda (CCFU) has worked with communities to promote an appreciation of, and better understand their cultural contexts in order to identify positive aspects of culture and illustrate culture’s contribution to development.

CCFU has one office located in Kampala from which all its programme work is coordinated. In addition to roles of managing this office, the Foundation also requires different administrative support to its diverseprogrammes and finance. These include, managing some engagements at local, national and international
levels, trainings, publicity, audits and maintaining a reading library

Roles and responsibilities

1. Front Desk duties
– Receive visitors to the Foundation and brief them on the organisation’s mission, objectives and activities.
– Manage telephone and email communication and ensure urgent matters are communicated / referred to the relevant officers immediately
– Ensure proper registration, regular delivery and posting of mails both incoming and outgoing (via post and email).
– Check relevant emails daily and pass them the Deputy / Executive Director
– Update the notice board periodically
– Ensure that all communications outside the office is approved before dispatch (email/hard copy)

2. Office management and secretarial services
– Carry out secretarial duties/administrative support for the Foundation including word-processing, typesetting, proof reading documents etc
– Maintain an effective filing system – electronic and paper based filing
– Make appointments, and keep an updated record of CCFU contacts
– Ensure timely and quality photocopying and binding of CCFU documents, as required
– With support of the Office Attendant ensure that office premise is clean and that all office supplies are sufficient (stationary/sundries/refreshment)
– Make international travel arrangements such as booking tickets, and follow up travel documents follow up application for VISAs, etc

3. Reading room management
– Identify and classify books for the Reading Room.
– Stock-take the publications in the Reading Room and ensure that they tally with data bank reports and update, where necessary (including maintaining an inventory).
– Identify articles on culture from newspapers and photocopy daily and file accordingly (with support from the Communications Department)

4. Information Dissemination
– Assist the Programme/Communication Coordinator in the day to day running of the CCFU Resource Centre.
– Support CCFU external events as and when required
– Support Programme/Communication Coordinator in receiving and maintaining an upto date inventory of CCFU publications and multi media resources
–
5. Financial accounts support
– Petty cash management.
– Act as the Bank Agent for the Foundation as and when requested
– Work with the Finance and Administration Officer to prepare for audit exercises by ensuring the documents are readily available as per checklist provided by auditors; and ensuring the documents are duly signed and stamped.
– Data entry and filing of financial transactions and ensure efficient recording and retrieval from filing system upon request.

Minimum Qualifications for this job:

• At least a bachelor’s degree in Social Sciences, Accounting and Finance, Human Resource Management, Business Administration, Development Studies, Library, and Archiving or any the related course is preferred.
• At least two years of working experience in the same or related role
• Demonstrated experience in the front desk, basic accounting, and secretarial roles
• Good communication and writing skills
• Ability to work in a team and multitask
• Personal integrity and accountability
• Passion for culture

Application Instructions

Interested candidates should email their application letters, CVs, academic qualifications to the address below.

Insert Subject as [Application for Administrative Assistant _Your name)

Address to:

Executive Director
The Cross-Cultural Foundation of Uganda

Email: ccfu@crossculturalfoundation.or.ug

Expected employment start date: IMMEDIATE

Closing Date: 2nd October 2022, 5.00 pm.

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