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:

  • University degree in Business Administration, Secretarial Studies, or related area of study

  • At least 3 years’ relevant work experiences, with administrative tasks

  • 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

  • Excellent computer skills including MS Word, Excel, PowerPoint, and Outlook

  • 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.

 

 

 



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