NGO Belgian Development Agency (BTC) Careers - Administrative Assistant

Organisation: Belgian Development Agency (BTC)
Duty Station: Kampala, Uganda
Reports to:           Administrative and Financial Officer

About BTC:
BTC is the Belgian Development Agency which works with several Government ministries which are implementing the bilateral cooperation between Belgium and Uganda.

Job Summary: The Administrative Assistant will primarily be responsible for a variety of administrative related tasks and responsibilities.

Key Duties and Responsibilities:
  • Receive visitors and make sure reception is attended to at all times.
  • Manage incoming and outgoing mail (e-mails, letters, etc); print copies if need be, register, file, transfer of signatories.
  • Assist with the administrative organization of missions (hotel reservations, travel documents, appointments, Visa, work permits and availability of vehicles.
  • Manage general interest e-mails, write standard letters and direct incoming calls.
  • Organize meetings (sending invitations, reservations, etc) and drafting meeting reports.
  • Share reports / documents to persons concerned (partners and projects).
  • Type certain letters / documents and send out E-mail messages, memos and letters.
  • Offer general administrative support i.e. make copies, scan documents, draw up and transfer certain forms, record CDs and send faxes.
  • Input leave / holidays and mission days into the central organizational schedule for BTC.
  • Manage petty cash transactions
  • Responsible for stores management
  • Prepare VAT claims and make VAT returns
  • Prepare and monitor watchmen schedule
  • Maintain records of all transactions and raise necessary payments whilst ensuring proper coding and amounts as per the allocated budgets.
  • Supervise the work of the drivers, guards and gardeners.
  • Follow up on the use of water, electricity and fuel on generator and maintain a record of monthly consumption to support reimbursement and improve accountability.
  • Perform any other duties as assigned by supervisor

Qualifications, Skills and Experience:
  • The applicant should hold a diploma or its equivalent in a relevant study field.
  • He/she should hold have at least a short cycle higher-studies (graduate) preferably in Business Administration
  • At least two to three years’ experience in clerical/accounting and administrative tasks.
  • Good working knowledge of Microsoft Office (Word, Excel, PowerPoint)
  • English proficiency
  • Excellent interpersonal, communication skills and good team player
  • Possess the ability to work under stressful conditions.

How to Apply:
If you believe you are the ideal candidate and desire a career in the Belgian Development Agency, please send your application letter and resume / CV plus copies of your academic certificates and three professional referees to: The Resident Representative, BTC, P.O. Box 40131, Kampala, Uganda or hand deliver directly to: Lower Kololo Terrace, Plot 1B, Kampala, Uganda. NB: Only shortlisted candidates will be contacted.

Deadline: Friday, 20th December 2013

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