The Ugandan Jobline

• Manage
  the Country Director’s correspondence/diary/telephone calls/travel
  arrangements etc. as per the CD’s directions.
• Devise
  and maintain office systems, including data management and filing;
• In
  charge of arranging travel, visas and accommodation and, occasionally,
  travelling with the manager to take notes or dictation at meetings or to
  provide general assistance during presentations;
• Carrying
  out background research and presenting findings;
• In
  charge of producing documents, briefing papers, reports and presentations;
• Organise
  and attend meetings as appropriate and ensuring the CD is well prepared for
  meetings;
• Work
  closely with clients, suppliers and other staff at all levels;
• Taking
  on some of the CD’s responsibilities as delegated and working more closely
  with SMT;

• Working
  in liaison with the HR staff in HQ, oversee and provide hands-on support
  to the administrative aspects of HR-related services, including providing
  advice to staff on general HR matters, preparation and management of
  contracts for local staff;
• Work
  closely with the respective line managers prepare staff position
  description, recruitment processes & contracts;
• Maintain
  confidentiality of staff issues including disciplinary procedures,
  contracts/pay rises;
• Actively
  participate in disciplinary actions, hiring and termination meetings for
  all staffs as necessary, advise staff (national and international) on
  disciplinary procedures;
• Support
  in collecting monthly staff timesheets;
• Ensure
  all staff are evaluated regularly, IDP’s implemented and, written records
  of all structured evaluations are retained and constructive performance
  feedback given to staffs.
• Ensure
  HR records are kept up to date and staff personnel files are maintained.
• Draft
  correspondence to employees as required by the Country Director/SMT.
• Ensure
  and maintain a system for the tracking and monitoring of annual leave and
  other absences.
• Ensure
  and maintain a system for tracking and monitoring temporary staff
  contractual arrangements.

• In
  charge of the preparation and monitoring the annual operating budget for
  the Office;
• Oversee
  and support general accounting, expenditure monitoring and financial
  reporting for office related activities including office signatories for
  clearance and approval;
• Manage
  and support the procurement of supplies, equipment and services including
  the monitoring and evaluation of vendor contracts;
• Oversee
  facilities maintenance, building and security, transport services and
  related activities; liaise with related service providers to ensure
  effective services;
• Work
  closely with Finance Manager on the organization of internal and external
  audits and provide necessary support in the course of the audits;
• Manage
  office petty cash payments

• Responsible
  for managing/maintaining an up to date office filing system including
  staff files, staff meeting minutes, stock/inventory files and databases;
• Works
  closely with the CD, respond to administrative requests from relevant
  governmental agencies, NGO fraternity, Donors and Private sector;
• Organise
  visitors to the project including accommodation, travel, program,
  compliance with Child Protection Policy and guided tours of the Drop in
  Centre;
• Organise
  training events in collaboration with funding agencies including booking
  venue, arranging program;
• Regularly
  review administrative processes and procedures to ensure services are
  delivered in the most efficient and effective manner, and in compliance
  with Retrak policies, procedures and within the national laws, and make
  recommendations for improvement; develop and implement related procedures
  and processes;
• Prepare
  and attend staff general and coordination meetings and compile the minutes
  as discussed and agreed upon;
• Maintain
  official registrations of the organisation and other related agreements,
  MOUss;
• Oversee
  the administration of transport issues including tracking and ensuring
  timely registration/insurance of vehicles, supervision of drivers,
  oversight of vehicle logbooks;
• Undertake
  office management responsibilities including ordering of stationery,
  organising building repairs, reception duties as required.
• Prepare
  accurate and timely weekly operations status reports to CD;

• Manage
  the production of donor reports to meet stipulated deadlines (with Grant
  Officer, M&E Manager, Programme Team Leader and Finance Manager).
• Where
  appropriate support the CD in the production of concept notes, fundraising
  events/proposals and report writing.
• Support
  in administrative procedures for programme/project evaluations and
  research projects.

• The
  ideal candidate should preferably hold a bachelor’s degree in social
  sciences, business administration or equivalent qualifications.
• At
  least three years’ experience in administration (including the
  administration of personnel), similar role with an NGO and accounting or
  finance. A good portion of this experience will be in the management of
  such functions.
• Working
  knowledge of and experience with Ugandan employment law.
• Proven
  experience in providing high quality administrative and personal assistant
  services to senior level staff.
• Computer
  literacy i.e. proficiency in Microsoft Office products (Word, Excel,
  Outlook, PowerPoint and Access)
• Excellent
  written and verbal communication skills of English language and at least
  one of the widely spoken local languages.
• Assertive
  and pro-active, with the ability to work on own initiative with minimum
  supervision complemented by sound judgment and initiative.
• Exceptional
  skills with personal organization, priority setting, problem solving and
  report writing.
• Excellent
  analytical skills with the ability to identify key points from complex
  material or information.
• Self-motivated,
  flexible and able to make judgment as to when to take the initiative on
  the CD’s behalf.
• Excellent
  time management skills. The post-holder will need to manage their own time
  well, and the time of the CD.
• Demonstrated
  personal integrity and ability to deal with sensitive issues with tact,
  and diplomacy while maintaining complete discretion and confidentiality
• Excellent
  interpersonal, communications and teamwork skills, including the ability
  to establish and maintain effective working relationships with people of
  different cultural and national backgrounds.
• Past
  experience in providing comprehensive support to staff committees and meetings
• The
  applicant must be good at taking minutes and also should have an idea how
  to maintain an action plan tracker

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