Fresher Administrative Assistant Country Office Job Opportunities – GIZ

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Job Title:            Administrative Assistant Country Office
Organization: GIZ
Duty Station: Kampala, Uganda
Reports to: Head of
Facilities and Services
About US:
The Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ) GmbH
is owned by the Federal republic of Germany with International operations in
Uganda, GIZ Implements commissions for the German government and other national
and international, public and private sector clients within the framework of
the international Cooperation between the Federal Republic of Germany and the
Government of Uganda.
Job Summary: The
Administrative Assistant will be providing support in the maintenance  and management of the office
facilities/services and Logistics
Key Duties and Responsibilities:
Office facilities and services
·        
Manages and updates Immigration tracker and
advise on need for renewal of work permits etc Prepares and updates office
inventory records plus maintaining of the office stationery stock Responsible
for maintaining the archives Ensures office areas/compound are up to the required
standards of cleanliness, health and safety
·        
Logs and reports faults on facilities/equipment and
arrange their repairs
·        
Supervises all maintenance/repair works and ensures
work is carried out in a timely manner and to highest level of quality service
and ensure value for money
·        
Maintains a tracker for office service requests
e.g. transport, repairs etc. and follows up on required actions to minimise
downtime on facilities and services
·        
The Administrative Assistant will also report
any potential health and safety hazards to the Head of Facilities and Services
Regularly updates the fuel consumption Log of all office vehicles &
conducts weekly checks of the logbooks of all office vehicles
Documentation:
·        
Tasked with the creation and updating of the
service providers’ database
·        
Creates and/or updates paper and electronic files
for the department ensuring easy retrieval of documents in line with GIZ filing
guidelines
·        
Ensures department files are appropriately labelled
according to GIZ filing system
·        
Ensures confidentiality of all department documents
·        
Makes photocopies and scans documents as and
when required
·        
Registers incoming documents/packages and distributes
to the respective projects
·        
Prepares documents for (payments, orders, receipts,
payments, etc.)



Qualifications, Skills and
Experience:  
·        
The ideal candidate for the GIZ Administrative
Assistant job placement should preferably hold a Diploma/Degree in Business
Administration or any related field.
·        
One to three years of professional experience in
a comparable position
·        
Good working knowledge of ITC technologies (related
software, email, the internet) and computer applications (e.g. MS Office)
·        
Excellent written and oral knowledge of English
·        
High degree of politeness, proactive and
deadline-driven
How to Apply:
All interested and suitably qualified candidates should send their applications
with detailed CVs (max. 3 pages) and a cover letter (max. 2 pages) addressing
the applicant’s motivation by email to: recruitment-uganda@giz.de. Please note:
Only those applications with the subject heading “Admin Assistant Country
Office” will be accepted.
Deadline: 30th November 2017
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