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Fresher Office Administrative Assistant – Makerere University Walter Reed Project (MUWRP)

 

Reports to: Field Administrator

Position Number: MUWRP-021/016

About US:

The Makerere University Walter Reed Project (MUWRP) is a non-profit HIV research program that was established in 2002 as a result of a memorandum of understanding between Makerere University and The Henry M. Jackson foundation for Advancement of Military Medicine Inc. of USA (HJF). The primary purpose of MUWRP is to develop, evaluate and provide interventions to mitigate disease threats of public health importance to Uganda. Activities include; vaccine development and building of vaccine testing capability in Uganda, conducting of epidemiological and basic research and provision of HIV Treatment, care and support in Kayunga, Mukono and Buvuma Districts.

Job Summary: The Office Administrative Assistant will provide administrative support to the Makerere University Walter Reed Project field office in Kayunga and will be charged with the proper handling of the front desk, ensuring all incoming and out-going calls are attended to in addition to professionally attending to the project guests. Additionally, the job holder will administratively support the operations of the organization by liaising with the Office Assistants to ensure good office stewardship. Internally the position will interact with all project staff.

Key Duties and Responsibilities: 

  • The incumbent will receive Research Participants/Visitors and put them in contact with appropriate person/department.
  • The jobholder will receive incoming calls cheerfully and courteously and direct them to the appropriate staff members.
  • Take messages accurately and refer to person/department involved.
  • Keep written log of all messages, visitors, deliveries etc.
  • Receive mail, packages etc. and refer to designated locations.
  • The Office Administrative Assistant will maintain an awareness of the location of personnel and activities of the Project so as to be able to make accurate referrals.
  • In charge of the maintenance of the reception area in a clean and professional manner.
  • Offer support in the preparation of meetings and trainings when requested.
  • Assist in up-dating the office notice board.
  • Ensure that Laboratory and clinic coats are cleaned and delivered on time.
  • Assist with photocopying of training materials and documents.
  • Perform any other duties as directed by the Supervisors.

Qualifications, Skills and Experience: 

  • The ideal candidate should preferably hold a degree in Humanity Studies, or its equivalent.
  • At least two years’ experience in front desk administration
  • Excellent telephone etiquette.
  • Excellent communication and interpersonal skills
  • Highly organized, sensitive to detail and self-motivated.
  • High level of integrity
  • Ability to maintain a high level of confidentiality.
  • Use of computers including word processing, spreadsheets, power point, email and Internet.

How to Apply:

All suitably qualified and interested candidates should download the application form, download here, attach it together with application letters, CVs, Photocopies of academic qualifications and three professional referees. The position number (Check top of advert) and preferred location should clearly be stated in the application letter.

Please send applications to:

The Human Resources and Administration Manager

Makerere University Walter Reed Project

Plot 42 Nakasero Road.

P.O. Box 16524 Kampala. Uganda

Deadline: 19th September 2016

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Fresher Administrator – Malaria Consortium Uganda

Department: Operations

Reports to: Operations Manager

Station: Kampala

Job Type: Fixed Term

Salary: USD 6,250 Gross per annum

Hours: 40.00

Organisational Background:

Established in 2003, Malaria Consortium is one of the world’s leading non-profit organisations specialising in the comprehensive prevention, control and treatment of malaria and other communicable diseases among vulnerable and under privileged populations. We increasingly find our work on malaria can be effectively integrated with other similar public health interventions for greater impact and therefore expanded our remit to include child health and neglected tropical disease interventions.

We work in Africa and Asia with communities, governments, academic institutions, and local and international organisations, to ensure effective delivery of services, which are supported by strong evidence.

Our areas of expertise include:

  • Disease prevention, diagnosis and treatment
  • Disease control and elimination
  • Systems strengthening
  • Research, monitoring and evaluation leading to best practice
  • Behaviour change communication
  • National and international advocacy and policy development

Malaria Consortium is recruiting for Administrators to join our team in the MAPD ProjectOffices of Masaka, Hoima, Kabarole and Arua

The administrator is responsible for management of the reception, provide administrative and logistics support to the office.

The successful candidate will have:

  • Bachelor’s degree in Information and office management/ office Administration or related.
  • Minimum of 1 year’s experience in the field of administration
  • Experience in managing a reception, switchboard and/or customer care

To view the full job description and apply, please click here

Deadline: 16/09/2016 23:59

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Fresher Receptionist – Malaria Consortium

Department: Operations

Reports to: Operations Manager

Station: Kampala

Job Type: Fixed Term

Salary: USD 6,250 Gross per annum

Hours: 40.00

Organisational Background:

Established in 2003, Malaria Consortium is one of the world’s leading non-profit organisations specialising in the comprehensive prevention, control and treatment of malaria and other communicable diseases among vulnerable and under privileged populations. We increasingly find our work on malaria can be effectively integrated with other similar public health interventions for greater impact and therefore expanded our remit to include child health and neglected tropical disease interventions.

We work in Africa and Asia with communities, governments, academic institutions, and local and international organisations, to ensure effective delivery of services, which are supported by strong evidence.

Our areas of expertise include:

  • Disease prevention, diagnosis and treatment
  • Disease control and elimination
  • Systems strengthening
  • Research, monitoring and evaluation leading to best practice
  • Behaviour change communication
  • National and international advocacy and policy development

Scope of work The Receptionist is responsible for management of the reception area, receiving visitors, managing the central office phone, directing visitors and proving any administrative related support to the operations team.

The successful candidate will have:

  • Bachelor’s degree in Information and office management/ office Administration or related.
  • Minimum of 1 year’s experience in the fiel of administration
  • Experience in managing a reception, switchboard and/or customer care

To view the full job description and apply, please click here

Deadline: 16/09/2016 23:59

 

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Administrative Assistant – Malteser International

Duty station: Arua, Uganda

Description

Oversee and administer contract management and its filing relevant to the office management such as lease contracts.

Details

Uganda is currently hosting the third largest refugee population in Africa and with the ongoing conflict in South Sudan more people are seeking refuge in Uganda every day. After the most recent outbreak of violence in early July 2016 over 70.000 people have crossed the border, a number likely to double until the end of this year. Malteser International has been working in Uganda since 1996, with projects in several regions of the country. In Northern Uganda and more specifically in the West Nile region, MI is active in the WASH sector in Rhino Camp for improving the lives of both the host population as well as the refugee population.

For its work in Arua, Uganda, Malteser International is looking for a motivated Administrative Assistant

Responsibilities:

  • Office management and ensuring necessary supplies in close coordination with the logistician
  • Oversee and administer contract management and its filing relevant to the office management such as lease contracts, maintenance contracts, phone lines, internet etc.
  • Preparing cash books, monthly closure, cash requests and other financial documentation as per Malteser guidelines and donor standards in close collaboration with the Country Office in Kampala
  • All administration and correspondence related to bank issues in Arua, including cash withdrawal and preparation of salary payments to local staff
  • Compiling overviews concerning project relevant dates and requirements (e.g reports, expenditures) Implement Malteser standards in the field of procurement requests and procurement
  • Preparing official correspondence in coordination with the PM

Qualifications:

  • University degree in (Public/Business) Administration, social sciences or any other related field
  • Preferably knowledge and experience in development or emergency work
  • Minimum 1-3 years of relevant working experience
  • Excellent interpersonal and teamwork skills, working with different groups, partners and nationalities
  • Strong initiative and self-motivated, with a strong commitment to teamwork and humanitarian principle
  • Flexible, enthusiastic and willing to learn from others
  • Ability to multitask and cope with competing demands under tight deadlines Ability to cope with high workload and stress and identify priority activities and assignments, and adjust priorities as required
  • Ability to establish and maintain good working relationships in a multi-ethnic, multi-cultural and multi-disciplinary environment
  • Politeness and helpfulness in dealing with visitors
  • Fully computer literate (Microsoft Office) and good working knowledge of ITC Technologies
  • Fluency in English (written and spoken), Kiswahili, German, French of advantage

Conditions:

Starting date: as soon as possible

Duration of contract: 12 months

Salary: According to qualification and experience, insurance package

Please note that this is an unaccompanied position

Kindly note that this a national position with a local contract

How to apply:

Kindly submit your application (CV, letter of motivation, copies of diplomas and three professional references) online. Please note, this position is subject to final approval by the donor.

If you are interested in this position, please apply online here.

Deadline: September 7th, 2016.

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Office Assistant – GiveDirectly Uganda

GiveDirectly Uganda Jobs

Location: Kampala

Qualification Level: High school

Description

Support the Office Administrator to maintain a clean, hygienic, organized and positive office environment.

Reports to: Office Administrator

Opening Date:   29th August 2016,

Start Date: As Soon As Possible.

About us: 

GiveDirectly is a Non-Governmental Organization that provides Unconditional cash transfers to poor households in Uganda.

Overview: The Office Assistant (O/Asst.) will be responsible for office administration in GiveDirectly’s Kampala office.

  • Specifically the O/Asst. will support the Office Administrator to maintain a clean, hygienic, organized and positive office environment.
  • He or She will provide administrative and clerical support to others in the office.
  • The O/Asst. will maintain the highest standards of professionalism; helpfulness, integrity and honesty.

Skills and Behaviour

  • Empathy, honesty, and the highest standards of integrity.
  • Strong interest in advancing the distinctive values and mission of GiveDirectly.
  • Time management and multitasking.
  • Excellent interpersonal and oral communication skills especially English.
  • Proactive attitude, identifying and finding ways to solve problems without guidance.
  • Cross-cultural experience, understanding, and sensitivity.

Responsibilities:

  • Clean all floors daily by sweeping and mopping and empty office dustbins.
  • Keep bathrooms/toilets clean throughout the day.
  • Dust office furniture at least weekly, taking care not to disorganize equipment &documents.
  • Clean windows, glass partitions, and mirrors at least monthly on a rotational basis.
  • Store all cleaning equipment and products neatly in the designated cupboards. Identify and report possible repairs.
  • Conduct a weekly stock check to ensure adequate stocks of cleaning and hygiene supplies.
  • Prepare budgets for office supplies as well provide accountability for the same and necessary reports to the Office Administrator.
  • Fulfill Office messenger services e.g delivering and picking up office items or documents and printing, photocopying, scanning official documents and conduct data entry as and when required.
  • Undertake any other duties within the overall functions of the job or as may be assigned by your Manager.

Essential Requirements:

A’Level certificate.

Ability to use computers, primarily Microsoft Office.

At least 6 months cleaning experience  in a busy work environment Terms of Employment Three (3) months’ probation followed by the possibility of a six month to one-year contract.

Terms of Employment

Three (3) months’ probation followed by the possibility of a six month to one-year contract.

To Apply:

If you feel you are the right candidate for this position, please click here.

 

Deadline: 12th September 2016

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Receptionist / Administrative Assistant – GIZ

Deadline of this Job:
31st August 2016

Duty Station:
Kampala, Uganda

Job details:  The Receptionist / Administrative Assistant is responsible for:

  • liaising with customers in a service-oriented manner on behalf of the office by providing professional phone services, personally welcoming visitors and maintaining a high standard in the reception area
  • performing reception and secretariat services on a daily basis
  • manages daily office operations
  • managing the project office facilities
  • supporting the organisation of events and meetings

Specific tasks include:
Reception services

  • Answers and accepts phone calls and messages and/or forwards them
  • Maintains a call back list of all incoming calls which cannot be taken by the relevant staff member
  • Registers, documents and organises incoming and outgoing correspondence (e-mails, packages and personally delivered messages)
  • Ensures deputisation for other staff members
  • Ensures visitors are comfortable by offering newspapers, refreshments etc.

Office work and services:

  • ensures creation and/or regular updating of a list of contacts and addresses (telephone, e-mail)
  • sorts and distributes incoming correspondence (e-mail, fax, other official documents)
  • Makes photocopies and scans documents if and when required

Support to Administrative Experts:

  • Supports the preparation and organisation of events, meetings and activities in close collaboration with the Staff members of the project (invitation letters, reservations, reimbursement of transport allowance and per diem, etc.)
  • Compiles and organises information materials
  • Labels files according to GIZ filing system
  • Fills lists and tables according to the specific instructions of the administrative expert
  • Assists in preparing inventory lists
  • Maintains record of service requests
  • Prepares invoices/ receipts ready for stamping and have them signed by the responsible people
  • Assists in the preparations for internal control
  • Updates trainings, consultancy lists and databases as advised by the technical staff
  • Prepares advance and refund calculations for work related trips ‘
  • Updates business cards to the contact list
  • Regularly updates the fuel consumption of all project vehicles
  • Checks the logbooks of all project vehicles
  • Maintains the project office stock
  • Assures facility management of the project office and initiates in accordance with management repairs, maintenance, etc.
  • Prepares financial documents (vouchers, receipts, etc.) to be delivered to the finance manager

Other duties/additional tasks:
The receptionist

  • Performs other duties and tasks at the request of management
  • Undertakes further job training related to his/her position and duties, if required. Special training programs shall be identified and selected jointly with the Team leader
  • Assists in and/or carries out other project activities and other tasks as assigned, e.g. focal point for HIV, gender, security, etc., if required

A. Required qualifications, competences and experience
Qualifications:

  • Diploma in Secretarial Studies, Administration or any related field. Professional experience:
  • at least 1-3 years’ professional experience in a comparable position.

Other knowledge, additional competences:

  • Good working knowledge of ITC technologies (related software, phone, fax, email, the Internet) and computer applications (e.g. MS Office)
  • Very good written and oral knowledge of English and Ateso languages. Kumam language of advantage ‘
  • Politeness and helpfulness in dealing with visitors
  • Willingness to up skill as required by the tasks to be performed – corresponding measures are agreed with management

Job application procedure
Please submit your cover letter and resume to the Human Resource Department of GIZ, Plot 23 Nakasero Road, Kampala OR by email to recruitment-uganda@giz.de latest 31st August 2016.

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Administration Assistant – World Vision Uganda

Nutrition Jobs Uganda 2017

Application Deadline Date : 28-Aug-16

Reference: 4654-10N00066

Category: Administration/Corporate Services

International Role: No – Only National applicants will be considered.

Duration: 2+ Years

Reporting to: Administration and Facilities Officer

Purpose of the position:

To provide administrative support services to World Vision Uganda and to facilitate in the conducive running of the administration systems at the national office in line with the WORLD Vision Uganda Policies and Procedures.

Major responsibilities;

Logistics Services

  • Generate requisitions for supplies and services on behalf of the administration department
  • Receive, analyze and process services and supplies requisitions from other departments and projects to ensure timely delivery of services and items requested
  • Process payments of outstanding invoices in a timely manner to avoid any disconnections and meet our contractual obligation to the suppliers and service providers.
  • Ensure that adequate stocks of administration routine user items and replenishment of all supplies are maintained at all times

Facilitation of Expatriate Staff

  • Maintain a clear database to track international schools, manage and process payments of school fees on behalf of the expatriates. Ensure that renewals are made at the beginning of each school term
  • Maintain a database and proper filing system to ensure that all WVU expatriates have up to date documents during/for the rest of their contract periods with WVU.
  • Process renewals, permits, special passes and any other special passes and documents necessary within the required time on the staff arrival or expiration of the existing document

International and Local Travels

  • Review forms and invoices for staff travels for payment authorization
  • Facilitation of WVU staff and other support offices where required with VISA processing and requirement

Guest Relations

  • Maintain an up to date database of all guests coming into the country
  • Support to division/Program Assistants in facilitation of the guests i.e. hotel reservations, confirmation of flight reservations among others.

Reporting

  • Effective use of the administration activities work plan
  • Submit monthly reports to tract all activities in the department

Qualifications: Education/Knowledge/Technical Skills and Experience

  • Must possess a University degree in any business discipline
  • Good Computer skills and ability to write reports using MS Office packages
  • Must possess good communication skills and be courteous in working with clients.
  • At least two years relevant experience in a similar position
  • Must be fluent in English.

To Apply for the job, Click Here.

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Front Desk Information Officer – East African Roofing Systems Ltd

Deadline: 15th August 2016
Duty Station: Kampala, Uganda

About US:
East African Roofing Systems Ltd is the largest expanded metal company in the East Africa and has several years of experience in the expanded metal industry. It primarily deals in steel products.

Qualifications, Skills and Experience:
The applicants for the Front Desk Information Officer job placement must hold a University Degree in Public relations or related fields.
Proven working experience in similar roles. At least 2 years professional appearance.
Fluency in English & Luganda, (Swahili will be an added advantage)
Computer literate with capability to work with modern soft ware
Age: Between 24- 30yrs

How to Apply:
All suitably qualified candidates should send their applications attaching copies of all relevant academic documents to recruitment@earoofing.co.ug or deliver in person to Plot 55-87 Movit Rd Zanna Kampala Uganda.

 

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Office Administrator – Psalms Confectionery and Bakery Limited

Deadline: 5th August 2016

Age: 25 – 35 years

About us: 

We are a leading manufacturer of leading snacks and we are seeking to recruit competent, energetic, self driven and qualified persons to fill the position below;

Office Administrator: Roles and Duties

  1. Develop admirable customer care in all office operations
  2. Manages day to day administration operations of the subjects office.
  3. Manage office equipment
  4. Oversee the day to day operations of support offices
  5. lend an extra hand in operations of the Manager, Human Capital Office as may be requested from time to time.

Qualifications

Diploma in Secretarial studies/Business administration from a recognized institution, computer literate, good organizational skills, communication skills, time management skills and at least 2 years of relevant working experience.

Application procedure

Suitable candidates should submit both their typed and hand written applications, A detailed CV with 3 referees and copies of academic testimonials to the :-

Human Capital Manager

Psalms Confectionery and Bakery Ltd

Plot 8498, – Hoima Road – Nansana

P.O Box 24833 Kampala Uganda

Email: psalmsconfectionery@gmail.com

 

only shortlisted candidates will be contacted.

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Administrative Assistant – AIDS Health Care Foundation

 

Duty Station: Kampala, Uganda

Req No: 2016-5002

About US:

AIDS Healthcare Foundation (AHF) is an international not for profit NGO, with its Headquarters based in Los Angeles, California. Aids Health Care Foundation is registered in Uganda as Aids Health Care Foundation – Uganda Cares (AHF-UC) which is collaboration between the Uganda Ministry of Health and AIDS Healthcare Foundation (U.S.A) to provide free HIV/AIDS services; including antiretroviral therapy in resource constrained settings. AHF- Uganda Cares to date operates in 15 districts including; Masaka, Kampala, Rakai, Mpigi, Lyantonde, Soroti, Lwengo, Bukomansimbi, Kalungu, Kalangala, Masindi, Amuria, Butambala, Gomba, Serere, Hoima and Tororo supporting 32 clinic sites country wide.

Key Duties and Responsibilities: 

  • Offer secretarial support in the preparation of program documents.
  • Draft responses to stakeholders and ensure dispatch is made in time
  • Receive; sort communication/documents and route correspondences
  • Follow up feedback to correspondences with staff and stakeholders
  • Maintain an organized calendar of the country program director and make preparations for important meetings
  • Schedule staff and partner appointments and provide timely feedback
  • Maintain office filing system and ensure safe custody of official documents.
  • Plan and request for office consumables, and provide accountability.
  • Compile country briefs/updates and draft periodical program reports for review

Qualifications, Skills and Experience: 

  • The ideal applicant for the Administrative Assistant job opportunity must hold a Bachelor’s degree in Social work and Social Administration, Business Administration or related disciplines from a recognized institution of higher learning.
  • A minimum of two years’ experience in handling administrative responsibilities.

How to Apply

All suitably qualified and interested candidates should send their applications online at the weblink below.

Click Here