Vacancy Title: Administrative Assistant
Type: FULL TIME
Industry: Consulting
Category: Admin & Office
Company: Cordaid
Duty Station: Kampala, East Africa
About Cordaid:
Cordaid Uganda invites experienced professionals to apply for the position of Administrative Assistant. The Administrative Assistant will work closely with the Country management team, administrative departments, programme managers, and project staff to ensure smooth office operations, high-quality data management, and compliance with internal procedures.
Job Details:
Purpose of the Position:
The Administrative Assistant will work closely with the Country management team, administrative departments, programme managers, and project staff to ensure smooth office operations, high-quality data management, and compliance with internal procedures.
Key Duties & Responsibilities:
Procurement and Logistics Management:
- Process travel requests and make reservations for accommodation for Senior Management Team on field-based activities.
- Create and maintain relationships with vendors/suppliers.
- Estimate and establish budgets for purchases, review vendor and supplier documentation, issue purchase requests, and follow up on procurement decisions.
- Maintain purchase records and other important data.
- Negotiate pricing and supply contracts.
- Provide timely and coordinated logistical support to Global Office Guests and other regional guests visiting Uganda Country Office, including airport pickups, accommodation, field movement, and handling related queries.
Project Support:
- Coordinate project activities, organize venues for meetings, training, etc.
- Provide administrative support for project meetings, workshops, conferences, take part in planning, and ensure proper documentation of project activities.
- Assist with scanning and appropriate storage of some project documents under the guidance of the Project controller.
- Keep the project calendar up to date.
- Offer suggestions to improve efficiency.
Human Resource Support:
- Assist in human resource activities including advertisements, interviews, employment contracts, organize and maintain personnel records.
- Regularly update internal databases and support tracking of leave records, performance management cycle, and all related staff information.
- Support the orientation of new staff, develop onboarding schedules, and ensure that new staff are provided with the necessary information and facilitated accordingly as provided for by the policy.
- Participate in HR projects.
- Answer employees’ queries about HR-related issues.
General Management:
- Ensure smooth running of the office.
- Work closely with management to ensure office safety and security, including timely servicing of equipment.
- Help set up meetings, take minutes, and maintain records on a shared file.
- Handle reception duties, escort visitors.
- Perform any other duties assigned.
Requirements:
Qualification, Skills, and Knowledge:
- A university degree, preferably in Business Administration, Social Sciences, or a related field of study.
- At least 3 years’ experience handling administrative tasks with a development program or project.
- Proficient with computer technology and Microsoft Office applications including Microsoft Word, Excel, Outlook.
- Strong oral and written communication skills.
- Ability to pay attention to detail.
- Able to assure confidentiality.
- Ability to work effectively with diverse groups of people.
Core Competencies:
- Good interpersonal, coordination, and negotiation skills.
- Ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
- Strong commitment to integrity, professionalism, creativity, and innovation.
- Willingness to learn, accountability, planning and organization, results orientation, teamwork, and technological solutions.
