Office Assistant – World Vision Uganda

Job Title: Office Assistant

Organization: World Vision Uganda

Duty Station: Kibaale Cluster

Key responsibilities:

Logistics and administration support

• Screening incoming telephone calls, mails, inquiries, and requests and handling them as appropriate, including relaying accurate and timely messages and answering of queries.
• Managing a filing system for record control of key documents.
• Provide logistical support and back-up in the planning of meetings and workshops.
• Maintaining supplies/logistics inventory and preparing requisitions for office supplies and equipment’s.
• Related support including secretarial duties as required such as timely printing, photocopying and binding of documents.
• Ensure that the office is kept tidy and clean through regular cleaning of office premises and the compound
• Collect documents and photocopy and binding articles in line with the programs strategy
• Collect utility items from the store whenever required

Support to staff

• Providing information and guide staff on administrative processes, procedures and requirements.
• Facilitate and support staff on logistical and administrative requirements such as travels, follow up on requisitions, etc on regular basis
• Support staff on follow-up of internal communications and actions.
• Prepare and serve break and evening tea to all staff as well as washing utensils for the office
• Organize and packing workshop materials to support training activities

Support to meeting/fora

• Compile calendar/s of key events.
• Support planning of the events and meetings.
• Follow up on meeting invitations through emails and phones as is appropriate.
• Planning for and managing logistics for cluster/regional/departmental meetings and other forums such as workshops and reflection/ learning events

Guest logistics 

• Plan for guest logistics:
• Transport Accommodation Scheduled meetings, entry and exit briefs, etc.
• Handle check in and out of guests from hotels. Support guest’s general needs like shopping, Church service etc

Reporting 

• Following up with all staff on submission of their monthly reports.
• Following up with responsible staff on status implementation of key action points and decisions from the meetings/fora. Facilities management
• Support with preparation of stores reports and ensuring that they are fully filed

Minimum Qualifications:

• A minimum of a diploma in any professional field.
• Experience in office administration
• Knowledge in logistical operations
• Excellent customer care and public relations.
• Strong interpersonal skills.
• Very strong relational and communication skills.
• Commitment to World Vision mission and partnership values and sensitivity to its various expressions across cultures and denominations.
• Must be fluent in English
• Must be hardworking, courteous and friendly
• Must be able to work in a team, with minimum supervision and flexibility
• Must be able to stay calm in stressful moments
• Computer literate
• Must be a committed Christian, able to stand above denominational diversities.
• Attend and participate/lead in daily devotions and weekly Chapel services.
• Knowledge of the local language is a MUST for this role

How To Apply:

Interested applicants should submit their applications online via the link below:

Apply Here Now!

Deadline: 21st December 2023