Fresher Office & Administrative Assistant Jobs - Democratic Governance Facility (DGF)


Job Title:         Office & Administrative Assistant
Organisation: Democratic Governance Facility (DGF)
Duty Station: Kampala, Uganda
Reports to: Administration & Logistics Manager (ALM)

About DGF:
Democratic Governance Facility (DGF) was established by eight of Uganda’s International Development Partners including Austria, Denmark, EU, Ireland, Netherlands, Norway, Sweden and the UK to manage coherent, harmonized and coordinated multi-donor support to state and non-state actors aimed at enhancing democratic governance in Uganda. It is based upon three components: Deepening Democracy; Rights, Justice and Peace; and Voice & Accountability.

Job Summary: The Office & Administrative Assistant is primarily responsible for receiving and directing visitors and telephone calls to the respective officers within the FMU as well as providing secretarial, clerical and administrative support to DGF staff.

Key Duties and Responsibilities:  
·         The jobholder will receive, answer, and direct all incoming calls to the respective recipients and handle callers’ inquiries whenever possible taking the caller/visitor’s message in case needed DGF staff is not available.
·         Receive and guide visitors to the respective DGF staff in a professional manner and ensure that all visitors coming into the office sign the visitors’ record book.
·         Ensure effective and timely cleaning of the office by the contracted cleaning service providers, keep and maintain the reception area in a clean and tidy order at all times.
·         Keenly monitor and ensure that all telephone lines & extensions are in proper working condition and maintain an updated office telephone list.
·         Support staff to photocopy, bind & scan documents, as and when requested.
·         Ensure that office equipment is engraved and functional at all times and inform the Administration and Logistics Manager in case of any faults. Ensure that the cameras, projectors, and laptops are always fully charged, have updated licenses and antivirus, and are logged out when staff need them and logged in when returned.
·         Timely and adequately track usage of kitchen and stationery stocks, filling in the usage details into the kitchen and stationary stock templates, raising the stock quantities required for the next purchase to the Administration & Logistics Manager.
·         Contact the electrician and phone line engineers when office lights and lines are faulty.
·         The incumbent will also arrange for meetings and ensure tidiness in the meeting rooms and ensure that refreshments such as coffee and tea are in place.
·         Receive, stamp, distribute newspapers accordingly and photocopy/scan relevant newspaper cuttings appropriately as directed by staff.
·         In alignment with the Human Resource manual, maintain confidentiality about DGF and DGF implementing partners.
·         Other tasks as assigned.


Qualifications, Skills and Experience:
·         The ideal candidate must hold a Bachelor’s Degree in Secretarial work, Office Management, Social Sciences or any other related field.
·         At least two years’ experience in preferably a multicultural office environment.
·         Excellent customer care skills with the ability to welcome visitors with a smile.
·         Extensive knowledge of reception management & document management.
·         Experience with MS Office suite.
·         Excellent command of spoken and written English.
·         Excellent interpersonal skills.
·         Ability to pay attention to detail.
·         Flexibility.
·         High integrity and honesty.
·         Excellent time keeping skills.
·         Ability to multi task.

How to Apply:
All suitably qualified and interested candidates must send their applications enclosing curriculum vitae, academic and professional certificates along with the names and contacts of three referees. Applications should be sent by post, courier, hand delivery or e-mail to The Director Executive Recruitments, Future Options Consulting Ltd, 4th Floor, DTB Center, Kampala Road, P.O. Box: 34934, Kampala, Uganda. Phone: 0393 265028/9, 0414-231204/206 Email: projects@futureoptionsug.com (Please include the title of the position for which you are applying in the subject line of the email).

Deadline: 30th October 2017 by 5:00pm

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