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Stimulating Agribusiness for Youth Employment Administrative Assistant Jobs – Heifer International (Heifer)

Job Title:   Stimulating Agribusiness for Youth Employment Administrative Assistant

Organisation: Heifer International (Heifer)

Duty Station:  Jinja, Uganda

 

About US:

Heifer International (Heifer) is a non-profit, humanitarian organization dedicated to ending world hunger, poverty and saving the earth. HI works with resource limited families around the globe to become self-reliant. Since it begun in 1944, Heifer International has worked directly with 7 million families in more than 125 countries.

 

Job Summary:   The Stimulating Agribusiness for Youth Employment Administrative Assistant, will be responsible for overseeing the general administrative aspects of the project office including managing the day-to-day operations of the office by undertaking tasks such as managing the calendar of the Project Director, preparing documents for meetings, scheduling and taking minutes for meetings. She/ He will be responsible for asset, facility, service contracts and fleet management.

 

She/ He will develop and implement procedures which promote administrative discipline to meet organizational goals as well as maintaining strong resources management controls as they relate to the project.

 

Essential Character Traits: Excellent organizational skills, detail-oriented, collaborative, communicates clearly, deadline-oriented, smart, welcoming, professional.

 

Key Duties and Responsibilities:

Administrative support to the SAYE project office team (30%)

  • Manage communications at the project office; act as first point of call for all external communications including general email, and telephone enquiries.
  • Greet and sign in visitors, direct them to the appropriate destination and make them feel at home.
  • Handling all incoming and outgoing correspondences.
  • Ensure safety and security of the office and equipment.
  • Timely payment of bills i.e., electricity, water, security and rent among others.
  • Prepare Procurement requests, receive invoices/deliveries and prepare requests for payment fully backed up with support documents.
  • Respond to written, oral and electronic inquiries to include screening and prioritizing correspondence.
  • Facility maintenance, general cleanness of office and compound, repairs, and maintenance of assets.
  • Safety and security of assets and persons.

Meetings and events coordination (20%)

  • Well planned and coordinated external/internal meetings.
  • Coordinate room setup, décor, refreshments, and any other necessary logistics.
  • Prepare and distribute agendas and meeting materials.
  • Ensure that the boardroom is always arranged for meetings and support in organizing staff meetings, workshops, seminars and learning events.
  • Record and distribute minutes with clear actions for events and meetings.
  • Update and maintain the SAYE meeting calendar.
  • As HR Focal person, liaise with the Human Resource Manager to organize Quarterly Project Staff General Meetings.

Establish and manage SAYE documentation and data base systems (10%)

  • Filed SAYE legal documents and kept under key and lock.
  • A proper physical and e-filing system in place within the project office that ensures easy retrieval of documents.
  • All copies of incoming and outgoing SAYE project documents filed on their respective files as and when they come in.
  • Liaise with project Cluster offices to identify gaps in the administrative processes, propose changes or improvements to administrative systems/policies/practices to increase efficiency.
  • Support in scanning and upload of project documents.

Fleet management (25%)

  • Ensure proper and timely Maintenance of vehicles/Cycles and equipment’s.
  • Provide logistical support for all project travel.
  • Assign and manage vehicle allocations as needed.
  • Prepare & submit weekly vehicle movement plan.
  • Monitor vehicle usage using the logbook & GPS tracker, share monthly report with management.
  • Check vehicle logbooks & fuel station reports and prepare monthly fuel consumption report.
  • Coordinate fuel management including timely submission of fuel requests and accountabilities.
  • Provide leadership to Drivers to ensure effective management and use of the Vehicles.

Stores management (10%)

  • Receive and dispatch goods to staff and cluster offices in accordance with the policy.
  • Keep an accurate and up-to-date record of the store contents and inward and outward movement of goods in the Stores register and stock cards.
  • Monitor security of project storage and supplies.
  • Receive completed store’s request forms and prepare the goods for issuance.
  • Prepare a monthly inventory report outlining all stock movements and remaining balances.
  • On a monthly basis, work with the Project Accountant to reconcile the Stores register.
  • Undertake (documented) monthly and ad-hoc physical inventory checks.
  • Keep the storeroom clean and tidy.

Others:

  • May perform any other duties assigned by his/her supervisor of designee (5%)

Qualifications, Skills and Experience:

  • The applicant must hold a Bachelor’s degree preferably in office management and Secretarial studies or Business Administration plus three (4) years of related experience working in a similar position in a not-for profit organization.
  • Excellent organizational and time management skills.
  • Knowledge of the non-profit sector and the context to which non-profit organizations operate.
  • Exemplary customer care and administrative skills.
  • Strong problem-solving skills.
  • Strong English language skills – oral and written.
  • Knowledge and experience with word processing, spreadsheets, database, newsletter, and electronic mail software (Microsoft Office preferred).
  • Excellent keyboarding skills.
  • May require constant sitting, working at a computer for extended periods of time.
  • Excellent interpersonal skills with the ability to work cooperatively, tactfully, and diplomatically with a culturally diverse group of people.
  • Ability to produce accurate documents in a well-designed and attractive format with superior attention to detail.
  • May require occasional bending and lifting of up to 20 pounds (9 kilograms) floor to waist.
  • Ability to operate all standard office equipment including copiers, scanners, fax machines and printers.
  • Ability to establish priorities, achieve deadlines and make sound judgments.
  • Ability to perform as an effective team member and work cooperatively with a diverse staff.
  • Ability to work independently and perform multiple tasks with minimal supervision.
  • Constant telephone, face-to-face and electronic communication with colleagues and the public.
  • Ability to maintain confidentiality and to work with minimal supervision.

 

How to Apply:

All suitably qualified and interested applicants should apply online at the link below

 

Click Here

 

Deadline: 17th November 2023

 

 

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