Job Title: 3 Administrative Assistants
Organization: Uganda Law Society
Location: Karamoja
Job responsibilities:
- Assist generally in the human resource activities for the project staff (leave forms, correspondences and staff related updates)
- Maintain employee’s database for employee attendance, leave and staff training tracking sheets.
- Assists in the orientation of new staff, interns, visitors, and clients by providing them with the necessary documents and materials for orientation.
- Attend to project visitors, incoming communications (telephone calls, letters, email etc.) and ensuring they reliably passed on to the appropriate person(s).
- Contribute and support project related utility management and reporting including but not limited to subscriptions (email, internet), office supplies, photocopier, and other machinery services. Support compilation, submission and tracking of requisitions for monthly data, staff supplies, payment requests and other logistical requirements.
- Provide secretarial assistance while also ensuring appropriate use of project administration templates /forms are replenished and updated.
- Support administrative arrangements for the project events, meetings, workshops
- Assist in organizing staff Community sentizations, training sessions, workshops and activities that take place in different field locations
- Coordinate regular project team meetings (virtual and face to face) including preparation and distribution of minutes of meetings, summary notes and other documentation
- Coordinate staff meetings and ensure efficient distribution of minutes, workshops, seminars, and conferences for the project team.
- Support staff to follow up logistical arrangements, bookings for conferences, venue, accommodation, and other logistical supplies for events.
- Coordinate and arrange staff wellness events and interactions.
- Provide timely and proper set-up and logistical preparation of conference rooms or venues for various activities.
- Support scheduling and preparation of weekly travel calendars and staff movement updates to/from the field and other events
- Maintains and regularly updates travel plans, and assists the project team to prepare travel requisitions and claims. Administrative information:
- Compile, organize, regularly update, and maintain an active and accessible project team information database using designated platforms.
- Support in arranging project team appointments and maintaining mailing lists, directories, and activity calendars and facilitate follow-up on deadlines.
Minimum qualifications:
- University degree in Business Administration, Secretarial Studies, or related area of study
- At least 3 years relevant work experiences, with administrative tasks
- Proficient with computer technology and Microsoft Office applications including Microsoft Word, Excel, Power-point, Outlook.
- Strong oral and written communication skills
- Strong organizational, interpersonal skills
- Work experience in administrative support of a development program/project is an advantage.
- Demonstrated ability to work in teams, solve problems, prioritize workloads, meet deadlines, and work well under pressure is highly desired.
- Fluency in English is required
- Must be able to work independently while being a strong team player.
How To Apply:
Interested applicants should submit their applications to the address below:
THE CHIEF EXECUTIVE OFFICER
UGANDA LAW SOCIETY/LEGAL AID PROJECT
PLOT 610 BUYE, OFF NTINDA KISAASI ROAD
P.O.BOX 426, KAMPALA
Email: hr@uls.or.ug
Deadline: Friday, 18th August, 2023.
