Office Administrator – Uganda | ReliefWeb

JOB OPENING: Office Administrator

LOCATION: Kampala, Uganda

JOB PURPOSE:

Ensure that all administrative functions are coordinated to achieve a high level of productivity within the Foundation.

KEY JOB DUTIES AND RESPONSIBILITIES:

Office Management

• General administration including, minute taking, circulation and generation of letters etc.
• Support the procurement activities of the organisation by compiling office supplies, stationery and equipment needs
• Collate and distribute minutes and information for meetings, and support day to day needs of the organisation as directed by members of the Senior Leadership Team.
• Plan and co-ordinate meetings
• Take minutes and co-ordinate internal and external meetings
• Liaise with and make follow up calls with external stakeholders on behalf of the Senior Leadership Team
• Responding to general enquiries
• Copying, printing, laminating, collating, scanning, filing documents
• Organize for refreshments during meetings, trainings and parties (both internal & external)
• Arrange in house and external events e.g. meetings, support trainings, etc.
• Compile and present statistical and budget related reports, maintain related databases
• Manage the front desk and co-ordinate the reception of visitors at the office premises

General administration support

• Day to day tasks as per the Senior Leadership Team requests
• Sending out orders and receiving goods
• Maintain records of stationery orders and inventory/supplies and follow up with service providers.
• Manage the stores by ensuring the items in storage are secure and accurately keep track of inflows and outflows of stock
• Advise on the procurement of new stock based on the assessment of current stock levels
• Disburse stationery and supplies to all users, including the field offices
• Pick/ Deliver letters at the post office bi-weekly
• Liaise with the HR team and maintain emergency contact list for all staff and volunteers
• Support the auxiliary staff i.e. the outsourced security company and cleaner.
• Be the focal person for Health & Safety and conduct health and safety checks
• Support the Finance team to carry out asset verification
• Keep track of utilities and organize for their timely payment
• Process monthly staff airtime and internet data
• Follow-up on building repairs and maintenance
• Liaise with the HR team and service providers for the printing of staff cards and IDs.
• Perform any other tasks assigned from time to time

JOB SPECIFICATIONS:

Education, Knowledge & Working experience

• University Degree (Bachelors) in Administration.
• Three to four years’ experience in an office setting, in a social work oriented environment
• In-depth understanding of office management, office equipment and daily operations

Skills and Abilities

• Excellent planning, organizational and communication skills
• Good computer skills including Microsoft Word, Excel, PowerPoint
• Proven ability to work as a member of a team and on your own
• Good interpersonal skills and excellent ability to communicate
• Ability to work independently and with minimal direction or supervision
• Ability to show attention to detail and high degree of flexibility
• Ability to work to tight deadlines and under pressure
• Ability to accept constructive criticism and respond to it positively

Personal Attributes:

• Outgoing and proactive personality
• Personal effectiveness and credibility.
• Keen attention to detail and ability to keep records and files organized.
• Competent collaborator and skilled cross-functional communicator.
• Strong time manager with respect for deadlines.
• Decisive and critical thinker.
• Commitment to the wellbeing of children and promoting child protection
• Excellent command of the English language, both written and spoken