Office Assistant – World Vision Uganda

December 18, 2023

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