Office Administrator & Personal Assistant to CD – Retrak



Organisation: Retrak
Duty Station: 
Kampala, Uganda
Reports to: Country Director
About US:
Retrak reaches out to the
children who have been forgotten by their communities, children who have no one
else to turn to. Their work and research provides a beginning-to-end approach
for street children and the wider-community, that improves their lives. Retrak
supports these amazing children as they reintegrate back into their families
and communities back to being children again.

Job Summary:  The
Office Administrator & Personal Assistant to CD will be mainly be
responsible for ensuring quality, efficient and proactive administrative and
organisational support services to the Country Director (CD) and provide
comprehensive support to the SMT inclusive of availing administrative support
in grants management. The incumbent will also work in liaison with the HR
Advisor at HQ and the CD in providing best HR support using the best practices.
The incumbent will provide an oversight on the day-to-day office operations.
Key Duties and
Responsibilities: 
1. Personal Assistant Roles; As the Personal Assistant, he/she is the primary point of contact with
people from both inside and outside the organisation. Tasks include but not
limited to;
  • 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;
2. Office Administration and HR Roles: As the Office Administrator, responsible for providing oversight to the
management of human resources and administrative support for Retrak country
programme, assist in the achievement of Retrak values and programme objectives
with the facilitation of recruitment, orientation, management of staff database,
office supply, staff travel and accommodation, and general administration
issues in the HR / Administration Department. Tasks include but not limited to;
HR Duties:
  • 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.
Finance & Procurement responsibilities:
  • 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
General Administrative Duties:
  • 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;
3. Grant and/or Program Management Support:
  • 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.
Qualifications, Skills and Experience: 
  • 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
NB: This is position is open for Uganda
nationals only.
How to Apply: 
The ideal candidates should
apply be sending a cover letter and updated CV, including your salary
expectations to this email address; Chris.Munyole@retrak.org
NB: CVs to be reviewed on a rolling basis
until a suitable candidate is got.
Deadline: 31st July,
2015
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