Job Title: Administrative Assistant
Employment Type: Contract
Deadline for Applications: May 20, 2024
Location: Kampala, Uganda
Company: International Rescue Committee (IRC)
Company Overview:
The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world’s largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and more than 25 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities.
Background:
The International Rescue Committee (IRC) is one of the world’s leading crisis response agencies, providing life-saving assistance and supporting recovery and reconstruction for people affected by war and natural disasters. Active in public health, education, livelihoods, women’s empowerment, youth development, and protection and promotion of rights, IRC assists people from harm to home.
Scope of Work:
The Administrative Assistant is responsible for ensuring that the day-to-day administrative functions of CGPP Uganda are performed to a high standard and in accordance with IRC policies and procedures. Under the supervision of the Country Manager, the Administrative Assistant will:
- Provide day-to-day administrative assistance to the CGPP Secretariat team, CGPP partner staff of IRC and Medical Teams International (MTI).
- Support in a variety of administrative coordination, logistical and information management functions of the project.
Specific Responsibilities:
Human Resource Support
- Maintain employee’s database for employee leave, time sheets, and training.
- Assist in preparing onboarding schedules, documents, and work tools for new staff and report any issues staff are facing.
- Assist in the orientation of new staff, interns, visitors, and consultants.
Administration Support
- Coordinate with front office management to attend to project visitors, incoming communications, and ensuring they are reliably passed on to the appropriate person(s).
- Contribute and support project-related utility management and reporting.
- Support compilation, submission, and tracking of payment requests and other logistical requirements.
- Contribute to maintenance and regular updates of the asset and inventory listings.
- Support in the preparation of the item forecasts in integra.
- Coordinate work activities, meet deadlines, and provide support where needed.
Project Events Management
- Assist in organizing staff training sessions, workshops, and activities.
- Coordinate regular project team meetings and distribution of minutes.
- Support logistical arrangements, bookings for conferences, venue, accommodation, and other supplies for events.
- Coordinate and arrange staff wellness events and interactions.
Travels (in-Country)
- Provide support for travel meeting arrangements and accommodation booking for staff and other official visitors.
- Coordinate with flights focal person to ensure efficient actioning of flight requests.
- Maintain and regularly update travel plans and support travel requisitions and claims.
Administrative Information
- Create and maintain an efficient e-filing system for the project team.
- Support dissemination of project-specific communication materials.
- Perform other relevant duties as assigned.
Minimum Qualifications:
- University degree in Business Administration, Secretarial Studies, or related area of study.
- At least 3 years relevant work experiences with administrative tasks.
- Previous experience working with an international NGO in a cross-cultural setting.
- Proficient with computer technology and Microsoft Office applications.
- Strong oral and written communication skills.
- Strong organizational and interpersonal skills.
- Fluency in English is required.
Gender Equality & Equal Opportunity:
IRC is committed to narrowing the gender gap in leadership positions and welcomes qualified female professionals to apply. IRC is an Equal Opportunity Employer and values diversity in its organization.
Professional Standards:
IRC workers must adhere to the values and principles outlined in the IRC Way – Standards for Professional Conduct.
Application Deadline: May 20, 2024
Apply Here
