Fresher Diploma Administrative Assistant NGO Jobs – TechnoServe (TNS)

Job Title:         Administrative Assistant
Organization: TechnoServe
(TNS)
Duty Station: Kampala,
Uganda
Reports to: Operations
Coordinator
About US:
TechnoServe (TNS) is an international non-profit development organization founded in 1968. Its mission is to help
entrepreneurial men and women break the cycle of poverty by building businesses
that create jobs, income, and economic opportunities for their families, their
communities, and their countries.
Job Summary: The Administrative
Assistant provides administrative support to the Operations Coordinator and
TechnoServe Uganda team. This requires a high attention to detail, customer
focus, unquestioned integrity, and the ability to work independently and
interact well with others.
Key Duties and
Responsibilities:   
Administrative Support:
  • Prepare
    documents and assist the CM to keep an accurate and organized filing
    system
  • Support
    the CM in organizing in-house and external meetings
  • Documents,
    minutes, memos, letters and presentations, as requested
  • Prepare
    the CM’s expenses and travel advance requests/authorizations
  • Support
    travel arrangements for the CM
Front Desk Activities:
  • Handle
    incoming telephone calls and visitors; screen and redirect where
    appropriate
  • Assist
    in photocopying, faxing and filling
  • Maintain
    inventory of office supplies and re-order when required
  • Assure
    the confidentiality of dispatches delivered or received and that
    all such dispatches are recorded correctly
  • Receive
    deliveries, ensure that items are checked and quantities confirmed as
    needed under the direction of the supervisor
Office and Staff:
  • Coordinate
    office maintenance and repair work
  • Arrange
    for the repair and maintenance of office equipment as directed
  • Ensure
    a clean and presentable office environment
  • Supervise
    the office assistant and cleaning team to ensure their work is done on
    time
  • Ensure
    that standard office refreshments, teas, the water dispenser and
    other refreshments as may be required from time to time are available for
    the entire office
Finance Support:
  • Prepare
    memos for payment of service providers under instruction from the
    supervisor
  • Receive
    invoices, record them and forward them to Operations for processing
  • Distribute
    cheques to vendors
Transport and Accommodation:
  • Handle
    all travel arrangements and movements for the Kampala office staff and
    guests, including booking of tickets, vehicle hire, airport pickups and
    drop offs under clear directives from the Procurement and Logistics
    Officer
  • Responsible
    for the booking of accommodation for staff and guests with preferred
    TechnoServe hotels or other recommended service providers
  • Perform any other duties as assigned by
    the supervisor.
Qualifications, Skills and
Experience:
  • The ideal candidate for the Administrative
    Assistant job placement at TechnoServe (TNS) should preferably hold a Bachelor’s Degree or Diploma in a
    relevant field
  • One
    year of Office administration experience for Degree holders and two years for
    Diploma holders
  • Fluent
    in both spoken and written English
Personal Competencies
  • Computer
    Literacy:
    Demonstrates knowledge and ability to use specific
    computer programs or applications for own functional area. Has the ability
    to improve performance by integrating new and existing technology into the
    workplace.
  • Innovative
    Mindset:
    Curious
    inquiries, asks questions and seeks out information from multiple sources,
    learns from mistakes, sees change as an opportunity.
  • Internal
    Client Focus:
    Client
    Focus is based on the ability to understand the client’s needs and
    concerns in the short to long-term and to provide sound
    recommendations and/or solutions.
  • Compliance
    & Governance:

    Compliance with and knowledge of company policies, applicable legislation,
    grant requirements, donor contracts, the local labor code and tax laws.
How to Apply:
All suitably qualified and interested candidates should send a cover
letter and resume (CV) via Email only to the Human Resources Manager:
ug-jobs@tns.org. Please clearly indicate the position you are applying for in
the subject line of your email and on the application letter.
Deadline: 21st July 2017
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