Job title: Administrative Assistant
Organization: Agency for Co-operation in Research & Development(ACORD-U)
Location: Kampala.
Roles and responsibilities:
- Maintain the reception area in a clean and tidy manner, attend to walk in visitors, and notify pertinent members of staff.
- Attend to project visitors, incoming communications (telephone calls, letters, email etc.) and ensuring they reliably passed on to the appropriate person(s).
- Maintain visitor’s registry book and direct visitors to the respective offices
- Provide requested information, take messages or re-direct inquiries to appropriate offices.
- Keep a databank of contact addresses of all associates (partners, stakeholders, donors,) to OVC West Central Activity
- File and keep up to date records of correspondences
- Maintain a consistent stock of organizational brochures and other IEC materials and a routine form for distribution
- Assists in the orientation of new staff, interns, visitors, and consultants by providing them with the necessary documents and materials for orientation.
- 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.
- Contribute to maintenance and regular updates of the asset listings.
- Assist in preparing the project procurement plans, requisitions and updates on receipt of goods and services.
- Support administrative arrangements for the project events, meetings, workshops
- Assist in organizing staff training sessions, workshops and activities that take place in different field locations
- Support staff to follow up logistical arrangements, bookings for conferences, venue, accommodation, and other logistical supplies for events.
- Support to coordinate for staff accommodation.
- Provide timely and proper set-up and logistical preparation of conference rooms or venues for various meetings.
Minimum qualifications:
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University degree in Business Administration, Secretarial Studies, or related area of study
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At least 3 years’ relevant work experiences, with administrative tasks
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Strong oral and written communication skills
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Strong organizational, interpersonal skills
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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
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Excellent computer skills including MS Word, Excel, PowerPoint, and Outlook
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Must be able to work independently while being a strong team player.
How to apply:
Interested applicants should submit their application Letters, CVs and copies of Academic Documents all in one Pdf file by e-mail to hr@acorduganda.org.
The Applications should be addressed to:
The Country Director:
Agency for Cooperation in Research and Development-Uganda.
Deadline: September 15th 2023, 5:00 pm.
