Fresher A’ Level Administrative Assistant NGO Jobs – Self Help Africa (SHA)

Organisation: Self Help Africa (SHA)
Duty Station: Kampala, Uganda
Reports to: Senior Administrator
About US:
Self Help Africa
(SHA) is an International Non-Governmental Organization implementing rural
development, sustainable food and livelihoods security programmes in nine
countries in Sub-Saharan Africa. SHA’s vision is an economically thriving and
resilient rural Africa with a mission to support sustainable livelihoods for
Uganda’s smallholder farmers. SHA has been working in Uganda for close to 20
Job Summary:  The Administrative Assistant performs various
routine office caretaking duties, picking-up and delivering items; serving
refreshments, office support functions as well as other related duties as
Key Duties and Responsibilities: 
Office Premise
  • Timely opening and closure of office premise.  Includes ensuring all appliances and
    equipment (shared appliances e,g telephone line, internet routers,
    photocopiers and printers) are switched on/off as appropriate,
  • Reporting of any mal-functioning equipment/items in areas of
    operation i.e doors, handles, locks, taps, cisterns, lights, switches,
    etc, on a monthly basis
  • Ensuring the cleanliness of office premises (external and internal)
  • Continuous improvement of the organisational image through ensuring
    proper office lay out, outlook and office signage
  • Assist with frontdesk work, including receiving and directing
    visitors and responding to basic enquiries.
Provision of
refreshments to staff/visitors
  • Ensuring consumable office supplies are always available
  • Ensuring that tea and other refreshments are in place for staff and
Mail management
  • Clear document trays and distribute documents as required
  • Checking the post office box for any mails on a monthly basis
  • Recording/ registering incoming mails      
Clerical office
  • Assist with photocopying, collating, scanning and binding documents
    as the need arises
  • Type documents and correspondence for staff, proofread pamphlets,
    flyers, manuals and handbooks for accuracy and completeness as needed.
  • Assist in the coordination and preparation for meetings and special
    events by securing and setting up the rooms, preparation of
    documents/folders, registrations, payments, confirmation and arranging for
    refreshments and necessary equipment   
Store Management
  • Tasked with collecting and distribution of stationery and other
    supplies to staff from stores
  • Ensuring records of all supplies are up-to-date and inflows balanced
    against outflows.
  • Assist with filling in forms and control documents according to
    agreed control procedures e.g stores stock register.
  • Tasked with displaying office supplies and stock in an easy to
    locate manner in the store
  • Receiving and recording of all goods 
    procured in to store
  • Tracking stores supplies and stock and initiating stock replacements
Recording and
tracking payment document
  • Receiving and recording all external payment requests and/or
  • Maintain Request To Order Forms (RTO), writing and tracking Local
    Purchase Orders
  • Ensure completeness and accuracy of supporting documents of invoices
    for payment

Qualifications, Skills and Experience: 
  • The ideal candidate for the Self Help Africa Administrative
    Assistant job must hold an A’ level certificate
  • Training to certificate level in office management or fields related
    to tasks above
  • At least five years of practical experience working, preferably in
    international NGO environment
  • Ability to learn quickly
  • Ability to use modern office equipment
  • Ability to understand and follow simple written and oral directions
  • Ability to use appropriate initiative as may be required in a given
  • Highest standards of ethics, including honesty and trust worthiness
  • Positive attitude and behavior
  • Self-motivated
  • Willingness to work extra time and during odd hours
  • Basic experience with accounting, stores or logistics work
  • Diploma in fields related to the above tasks
How to Apply:
All suitably
qualified and interested candidates should send a completed application
form, Download
, CV & Cover Letter by E-mail as follows: – Please type “Administrative Assistant” – [your
name]” in the subject line of the e-mail.
Deadline: 4th January 2019
Please do not send
certificates at this stage. Due to the anticipated high volume of applications,
kindly note that only short listed candidates will be contacted.
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