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
Deadline: 17th November 2023