No Experience Administrative Assistant Diploma Jobs - Jentroy

Job Title:      Administrative Assistant

Organization: Jentroy Uganda

Duty Station: Kampala, Uganda

About US:

Jentroy Uganda is an IT company whose core services include; web & mobile development, ecommerce website design, database development, social media management, customized software development and search engine optimization (SEO).

Job Summary:  The Administrative Assistant will be responsible for scheduling and coordination of meetings for the team. We are looking for a motivated, dependable and energetic administrative officer whose focus shall be supporting company business; client relationships while also managing the daily administrative and clerical activity in a manner that is consistent with company policies, procedures, and standards.

Key Duties and Responsibilities: 

·         Responsible for scheduling and coordination of meetings for the team

·         Reply to emails, telephone or face to face inquiries

·         Tasked with maintaining all office correspondence and communicating memos

·         Filing all project receipts and tax invoices for VAT reporting

·         Providing office administrative tasks (printing, copying, scanning, mail triaging)

·         Attend meetings to keep and share minutes for continued communication

·         Write letters and emails on behalf of other office staff

·         Research and create presentations

·         Prepare and submit reports

·         Contribute to team effort by accomplishing related results as needed

·         Perform any other assigned task

Qualifications, Skills and Experience: 

·         The ideal candidate must hold a Diploma or an equivalent

·         Excellent written and verbal communication skills

·         Knowledge of office management systems and procedures

·         Excellent Microsoft office skills (Word, Excel, PowerPoint, Outlook)

·         Working knowledge of Google Docs

·         Excellent time management skills and ability to multi-task and prioritize work

·         Attention to detail and problem solving skills

·         Desire to be proactive and create a positive experience for others.

Desired:

·         Previous office administration experience

·         Understanding of information technology and business processes

How to Apply:

All suitably qualified candidates should send their updated CVs, academic documents, copy of National ID and cover letter to careers@jentroy.com

Deadline: 29th March, 2019

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Fresh Graduate Jobs - Graduate Intern - Communications Department - Plan International

Job Title:      Graduate Intern - Communications Department

Organization: Plan International

Duty Station: Kampala, Uganda

Reports to: Communications Manager

About US:

Plan International was founded over 75 years ago and is one of the oldest and largest children’s development organizations (non-profit / INGOs) in the world. We work in 50 developing countries across Africa, Asia and the Americas to promote child rights and lift millions of children out of poverty. Plan's vision is of a world in which all children realize their full potential in societies that respect people's rights and dignity. Plan is independent, with no religious, political or governmental affiliations.

Job Summary: More often than not, young graduates do not get opportunities for real interface with the work environment that relates to their areas study prior to being ushered into the field of work. Hence, engagement of an intern will give the youth an opportunity to gain experience to prepare them for the job market and/or self-employment. Internship also offers opportunities for networking with like-minded professionals. Given the above background the department needs a graduate intern to train, develop and support Country strategic communication demands and global ambitions. The  Graduate intern will gain additional communication skills and hands on experience of working and tapping into the wealth of communication aspect  of Plan International as well as increase his/her employability skills. The incumbent will also support the communication team in meeting the goal of the communication strategy.

Key Duties and Responsibilities: 

• Works with programme teams to document impact stories for further sharing and profiling the organisation’s work to effectively draw lessons and in line with the Country strategy.
• Compiles quarterly newsletters and  bi-monthly bulletins
• Coordinates the design, development and roll out of the campaign and project materials (such as documentaries, photos, posters, fliers and brochures) by working closely with service providers and the procurement team.
• Works with communication team in planning and organising public events and outreaches meetings in line with the Plan International Uganda strategic priorities.
• Participates in promoting Plan International Uganda’s visibility on existing Plan International platforms (such as Planet and Media Bank, ) and approved social media sites

Key Deliverables:

• Impact stories documented (along with photos and video clips) and shared per quarter (at least 1 impact story per Country programme every quarter including Disaster Risk Management )
• Quarterly newsletter and bi-monthly bulletins compiled (1 quarterly newsletter, 2 bi-monthlies compiled)
• Public  events coordinated and  meetings ( depending on Plan International calendar and  project  events)
• Social media posts achieved per quarter (at least 3 programme/event related posts every week)

Qualifications, Skills and Experience: 

• The applicants must be fresh graduates who have completed their degrees in the recent 18 months with a Bachelor’s degree preferably in mass communications, journalism, community development, or related fields.
• Knowledge of working in a  Non-Governmental organizational environment
• Knowledge of taking still photography, videography, and story writing style of communication.
• Excellent communication and public relations skills with strong English language. capability (written and oral) and ability to clearly communicate complex ideas and principles.
• Experience with personal computing, email and general office productivity software.

How to Apply:

All suitably qualified candidates should apply online at the link below.

Click Here

Deadline: 5^th April 2019

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Human Resource Officer NGO Jobs - Habitat for Humanity International (HFHI)

Job Title:    Human Resource Officer

Organisation: Habitat for Humanity International (HFHI)

Duty Station:  Kampala, Uganda

Reports to: Finance and Administration Manager

About US:

Habitat for Humanity International is a non-profit, ecumenical Christian housing ministry. The purpose and goal of Habitat for Humanity International is to eliminate poverty housing and homelessness from the world, and to make decent shelter a matter of conscience and action. Habitat invites people of all backgrounds, races and religions to build houses in partnership with families in need. Habitat for Humanity has an Administrative Headquarters based in Atlanta, an Operational Headquarters based in Americus, Georgia, and Area Office bases of operations in Manilla, Philippines for our Asia and Pacific work, San Jose, Costa Rica for our Latin American and Caribbean work and Bratislava, Slovakia for our Europe, the Middle East and Africa work.

Job Summary:  The Human Resource Officer will mainly implement, coordinate and monitor Human Resource (HR) policies, guidelines and procedures and all administrative related activities in accordance with the established HFH Uganda HR & Administration policies and guidelines as well as the Uganda statutory requirements and standards, which include staff recruitment, performance management, training and development, retention and exit processes.

Key Duties and Responsibilities: 

Policy developments review and updates

• Development, updating, reviewing of policies and procedures in line with accepted established HFH Uganda HR policies and guidelines as well as the Uganda statutory requirements and standards.
• Roll out, orient and disseminate to all staff updated policies and post soft copies to the Human Resource Shared Folder for easy access and reference by all staff
• Respond to new trends in HR through the revision and/or adaptation of HFHU policy as appropriate.
• Advise on existing and new human resources related statutory requirements

Recruitment

• Tasked with the recruitment and selection of staff to fill in vacant position within the timeline and with quality staff;
• Ensure the recruitment matrixes and job descriptions are reviewed by hiring managers before the recruitment process is started
• Ensure recruitment process compliance; personnel requisitions forms are filled, position advertisements, interview questions/ tests as well as participate in interviews and process interview report obtain all approvals for report recommendation implementation.
• Conduct reference checks, process job offer and employment contracts to the selected suitable candidates

Orientation

• Arrange and manage orientation schedules for all new hires in collaboration with the hiring manager.
• Regularly review and update the orientation manual including the ongoing refinement of the systems, documentation and systematisation of the program.

Performance Management

• Support the HFHU performance management process for all positions in HFH Uganda.
• Monitor the performance planning process, coordinate and track coaching sessions for all staff to ensure compliance
• Analyze performance management forms and consolidate performance management information for decision making on quarterly basis;
• Maintains an up-to-date performance management tracking system for all staff to ensure completeness of the exercise, Coaching sessions and appraisal every quarter

Learning and Career Development:

• Keep a file tracking the development needs identified based on the employees’ job plans and together with line managers provide relevant training and technical assistance as may be required.
• Support the staff training and development activities with line managers in accordance with the Human Resource Development Plan; and ensure compliance with HFHU policies and procedures.

Staff Relations

• Investigate and when appropriate, take necessary measures related to staff disciplinary and grievances related to Human Resource/ Personnel issues
• Take charge of all General Staff meetings, ensure taking of minutes and keeping of accurate records for future reference on follow up actions for HR well being.
• Advise, plan and arrange staff workshops and retreats

Records Management

• Manage and update regularly the existing Human Resource Employee databases for effective service delivery
• Manage and regularly update staff leave database, Reconcile and Process Staff Leave
• Conduct annual Human Resource personnel file audit for HFHU and ensure total compliance with Human Resource records and propose recommendations for action points to facilitate any audits conducted by personnel from HQ, donors or external firms.
• Maintain an effective filing system that provides quick and consistent access to all Human Resource information and supporting documentation.
• Maintain a thorough knowledge of HFHU personnel policies and procedures and ensure total compliance
• Regularly update staff records on employment contract renewals and advise ND accordingly

Administration

• Manage Staff Attendance Register and monitor any flaw and initiate remedies
• Prepare meetings, workshops, trainings as requested by the SMT, give logistical support to organize such meetings and to take minutes or report as requested
• Prepare and process Board and Senior Management Team Monthly and Quarterly meetings minutes, distribute to all staff and regularly remind on TO DO activities as a follow up to the meeting.
• Ensure minutes both for the Board and SMT are signed and properly filed for easy reference and audit use.

Insurance Handling

• Annually update Insurance schedules and initiate policy renewal process.
• Maintain track schedule of all Insurance claims.
• Follow up compensation claims for accidents, work related injuries and deaths related incidents ensuring that all insurance procedures and relevant documentations are obtained and submitted to the insurance provider.
• Ensure discharge vouchers from insurance are filled and submitted for approval and relevant payments are timely paid for services rendered.

Staff Exit/Separation

• Ensure proper and smooth staff exit procedures in accordance with HFHU procedures and labour laws and HR leading practices.
• Ensure staff benefits; severance and provident is properly calculated and paid out in accordance with HFHU procedures and local law upon staff exit/separation.

Qualifications, Skills and Experience: 

• The ideal candidate should preferably hold a Bachelor’s degree in Human Resource management or a related field such as Administration, Social Sciences and Business Management. A postgraduate Diploma in Human Resource Management is an added advantage.
• At least four years work experience in handling human resource and personnel administration issues in a large similar organization.
• Demonstrated experience/knowledge of GOU labor laws, NSSF policies an advantage.
• Strong writing and analytical skills. Ability to apply creative thinking to practical problem solving with an aim of improving service delivery.
• Highly pro-active and self-disciplined; Must be able to work with minimum supervision.
• Ability to manage multiple tasks at a time and work effectively with colleagues from different backgrounds.
• Strong planning, organization, interpersonal, communication and decision-making skills as well as team building and negotiation skills
• Confidentiality, tact and discretion when dealing with people and issues.
• Solid understanding of MS Word, MS Excel, experience in E-mail and communication an advantage.
• High integrity, self-driven and able to set own work schedule with rigorous deadlines.
• High level of professional people management and customer care skills.
• Ability to initiate and complete assignments and to work under demanding circumstances with minimal supervision.
• Skills in information management and record keeping

How to Apply:

All suitably qualified and interested candidates should apply by sending a cover letter, a detailed CV and copies of relevant academic credentials via email addressed to: The Human Resource Department. The position applied for should be indicated in the subject line of the E-mail.

Email to: noffice@hfhuganda.org

Deadline: 5^th April 2019

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Front Office Manager Job Placement - Q-Sourcing Limited (Hotels)

Job Title:        Front Office Manager

Organisation: Q-Sourcing Limited

Duty Station: Kampala, Uganda

About US:

Q-Sourcing Limited is a manpower management solutions firm operating in the East African Region in the countries of Uganda, Kenya, Rwanda, Tanzania and South Sudan. They are recruiting for a valuable client based in Kampala.

Job Summary:  The Front Office Manager is accountable to the Hotel Sales Manager and ultimately to the General Manager 

Key Duties and Responsibilities: 

·         Manage the day to day operations of the Hotel front desk and back office and the staff within this department.

·         Implement, monitor and adapt procedures within these areas to ensure a smooth operation at all times and consistency of outstanding customer service. This will include communication techniques, sales methods, opening and closing procedures and strong systems management.

·         In conjunction with the Sales Manager, conduct tours for potential weddings, conferences and events.

·         Maintain an awareness of staff development, encouraging and offering guidance where necessary. Initiate any necessary training when required.

·         Operate the multi-line switchboard, responsible for directing calls to the most relevant department and/or individuals within the hotel.

·         Aim to answer all calls to the switchboard within 3 rings, and at a maximum 5 a manner that promotes professionalism and guest expectations at all times

·         Maintain client and company confidentiality at all times

·         Be aware of all the Hotels facilities and services, to ensure helpful and accurate information is relayed to guests

·         Be aware of current promotions, events and schemes within the hotel and highlight these details to the guest

·         In cases where the guest requires a brochure of the facilities and services available by post, take accurate contact details for the mailing list and ensure this sent out on the day of the enquiry and to the company standard

·         Deal with complaints in accordance with the guidelines laid down in the Staff Handbook and departmental procedures

·         Liaise with your work colleagues to promote departmental efficiency

·         Take part in staff briefings and training within the department, as and when required

·         Ensure all shift end information is prepared for the next day and a handover is always completed

·         Monitor payment deadlines on all accommodation and event bookings, ensuring 3- and 1-day checks are carried out daily

·         Carry out cash and other payment transactions in line with company procedures and maintaining security and guest confidentiality at all times

·         Ensure system accuracy through correct entry of all data following company guidelines and procedures

·         Any incoming communications, through whatever channels, to be responded to or dealt with on the same day

·         Without exception, take ownership of enquiries and ensure that commitments are offered and met

·         Liaise with the Food and Beverage department regarding any residential or event information outstanding or in need of confirmed arrangements

·         Conduct check-ins and check-outs offering a warm welcome, any necessary information and assistance to the apartments

·         Ensure that exceptional guest service skills are practised at all times, following guidelines shown within the Staff Handbook

·         The post holder is expected to undertake other duties commensurate with the post as and when directed, and may be required to fulfil such duties in more than one location

Hotel Policies

·         At all times personal conduct and behaviour should be conducive to creating an environment which promotes a good team ethic within the department

·         Act in accordance with rules and guidelines specified within the Staff Handbook, paying particular attention to the Guest Relations section

Health & Safety

·         Take reasonable care for the health and safety of yourself and other persons who may be affected by your acts or omissions at work

·         Co-operate with the company, as far as possible, to conform and comply with any duty or requirement imposed as a result of any law which may be in force regarding health and safety

Qualifications, Skills and Experience: 

·         The ideal candidate must hold a bachelor’s degree in Hotel management, Business administration or marketing field

·         At least three to four years’ experience as an outgoing and friendly personality, pride in the company and their position hotel head receptionist experience or front of house management.

·         A total commitment to great Guest Service

·         A total commitment to team working

·         Computer literacy skills

·         Experience within Guest Relations/administrative environment

How to Apply:

All candidates who meet the criteria outlined as above are encouraged to send a comprehensive CV by e-mail to cv@qsourcing.com. Please kindly mark your application as "Application _ Front Office Manager” in the subject line of your email.  

NB: Q-Sourcing Servtec is an equal opportunity employer. Any solicitation will lead to disqualification.

Deadline: 3^rd April 2019 by 5:00pm

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Fresher Volunteer – Finance NGO Jobs - Forum for Women in Democracy (FOWODE)

Job Title:            Volunteer – Finance

Organisation: Forum for Women in Democracy (FOWODE)

Duty Station: Kampala, Uganda

About US:

Forum for Women in Democracy is a non-partisan Women’s rights organization operating in Uganda with its head office in Kampala. FOWODE grew out of the Women’s Caucus of the 1994 – 1995 Constituency Assembly (CA) that debated and passed the 1995 Constitution. The organization’s mission is to promote gender equality in all areas of decision making through Capacity Development, Community Empowerment, Policy Engagement and Strategic Partnerships.

Job Summary:  The Volunteer will be part of the team responsible for maintaining an efficient and accurate Accounting function.

Key Duties and Responsibilities:  The Volunteer will be responsible for supporting the department in the following;

• Managing accountabilities
• Write payment vouchers for approved payments
• Preparation of approved payments
• Banking cash and cheque deposits
• Stores Management, fuel management, petty cash management

Qualifications, Skills and Experience: 

• The ideal candidate should preferably hold a Diploma in Accounting and Finance. A degree in Accounting and Finance will be an added advantage
• One year of experience in the use of financial systems, preparations of budgets and financial reports
• Experience working with non-governmental organizations is an added advantage
• Excellent knowledge of computer usage including Microsoft and Excel skills
• Ability to compare data from variety of sources for accuracy and completeness
• Ability to meet schedules and deadlines
• Ability to communicate effectively
• Excellent attention to detail

How to Apply:

All suitably qualified and interested individuals should send their applications including their curriculum vitae, contact details of three professional referees and copies of academic documents addressed to:

The Executive Director

Forum for Women in Democracy (FOWODE)

P.O. Box 7176

Kampala

OR email to rebecca.kato@fowode.org and copy in patricia.munabi@fowode.org

Deadline: Tuesday, 2nd April 2019

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