Fresher Administrative Assistant NGO Jobs – Sense International Uganda (SIU)

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  • Post Date: July 8, 2020
  • Applications 0
  • Views 51
Job Overview

Job Title:        Administrative Assistant

Organisation: Sense International Uganda (SIU)

Duty Station: Kampala, Uganda

Reports to: Finance and Administration Manager

Gross salary: Ugx 950,000-1,200,000 depending on the level of education and experience, Medical Insurance

About US:

Sense International Uganda (SIU) was established in 2005 and registered as a local NGO in

  1. SIU is part of Sense International, a UK registered Non-Government global

organization that supports people with deafblindness and complex sensory impairments

across a range of, often resource poor, countries including; India, Bangladesh, Kenya,

Uganda, Tanzania, Peru, Nepal and Romania.

Job Summary:  The Administrative Assistant will be responsible for supporting the day to day running of all the administrative functions in the office. She/he will perform a wide range of administrative duties while working closely with the Finance and Administration Manager.

Key Duties and Responsibilities:  

Office

  • Working as a receptionist; greeting and directing visitors and providing them with relevant and accurate information.
  • Handling office telephone calls and making communications to the person responsible.
  • Distributing incoming mail, including opening and reviewing mail, date-stamping, and directing appropriately.
  • Overseeing overall office cleanliness and maintenance, including all office utensils and equipment as well as conducting minor office repairs.
  • Performing secretarial and clerical duties such as -typing, minute taking, filing, photocopying, faxing, scanning, and taking messages.
  • Maintaining the filing system and ensuring the security and confidentiality of organizational files and information
  • Ensuring that all documents are properly labelled and filed, including all finance files.
  • Managing office consumables, including stationary, and monitoring their effective usage. Maintain an inventory register for all office inventories.
  • Ordering supplies, maintaining office supply stock and making follow-ups of issued Local purchase orders as required, ensuring all employees are notified when supplies may be requisitioned and delivered.
  • Organize and maintain office hygiene to a required office standard.
  • Assisting employees in the scheduling and planning of meetings/conferences and business travel by booking accommodation and making reservations as required
  • Prepare office tea/meals as may be necessary especially when meetings are held.

Finance

  • Receiving all necessary documents including staff requisitions and accountabilities, sort them and ensure that they are attached to the respective files after getting clarification from the Finance and Administrative Manager
  • Receiving invoices from suppliers, recording them, and following up to ensure that suppliers are paid.
  • Issuing cheques to suppliers after verification and approval from the Finance and Administration Manager (FAM).
  • Preparing petty cash payments after duly approved requisitions and authorization from the FAM
  • Making bank payments as appropriate and ensuring that slips are delivered to FAM for proper filing.
  • Ensuring that all finance files are stamped PAID for Payment vouchers(PV’s) and POSTED for Journal vouchers(PV’s)when filling vouchers
  • Act as a bank agent to the organization’s account.
  • Support in any other duties as assigned.

Qualifications, Skills and Experience:

  • The applicant must hold a higher diploma or associate degree from a recognized institution, preferably in Business Administration / Secretarial studies.
  • A minimum of two years of proven experience as Administrative Assistant or in any other relevant administrative role and having Working knowledge of office equipment and Finance related work.
  • Understanding and being able to execute the basic principles of bookkeeping.
  • Thorough understanding of office management procedures.
  • Excellent organizational and time management skills.
  • Analytical abilities and aptitude in problem-solving.
  • Warm personality.
  • Excellent written and verbal communication skills.
  • Proficiency in MS Office.
  • Strong commitment to high standards of service delivery and customer care.
  • A commitment to Sense International Uganda’s mission.
  • Ability to work to deadlines and prioritise workloads.
  • A positive and proactive approach to all areas of work with a ‘can do’ attitude, in line with the organisation’s values.
  • High standards of personal integrity, honesty, and discretion.

Sense International Uganda is an equal opportunity employer.

How to Apply:

All candidates should email your covering letter (maximum 2pages) and current CV to the Finance and Administration Manager-Uganda: recruitment@senseintuganda.org. Please include ADMINISTRATIVE ASSISTANT in the subject line of your email. Your covering letter must include:

  • Why you are interested in this position?
  • How you think your experience and skills match the job description?
  • List your current and expected salary/benefits
  • Your day-time contact number
  • Available start date

Deadline: 10th  July 2020

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Job Detail
  • Experience2 Years
  • QualificationDiploma
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