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Fresher Administrative Assistant NGO Jobs - Sense International Uganda (SIU)

Job Title:        Administrative Assistant
Organisation: Sense International Uganda (SIU)
Duty Station: Kampala, Uganda
Reports to: Finance and Administration Manager
Gross salary: Ugx 950,000-1,200,000 depending on the level of education and experience, Medical Insurance

About US:
Sense International Uganda (SIU) was established in 2005 and registered as a local NGO in
2008. SIU is part of Sense International, a UK registered Non-Government global
organization that supports people with deafblindness and complex sensory impairments
across a range of, often resource poor, countries including; India, Bangladesh, Kenya,
Uganda, Tanzania, Peru, Nepal and Romania.

Job Summary:  The Administrative Assistant will be responsible for supporting the day to day running of all the administrative functions in the office. She/he will perform a wide range of administrative duties while working closely with the Finance and Administration Manager.

Key Duties and Responsibilities:  
·        Working as a receptionist; greeting and directing visitors and providing them with relevant and accurate information.
·        Handling office telephone calls and making communications to the person responsible.
·        Distributing incoming mail, including opening and reviewing mail, date-stamping, and directing appropriately.
·        Overseeing overall office cleanliness and maintenance, including all office utensils and equipment as well as conducting minor office repairs.
·        Performing secretarial and clerical duties such as -typing, minute taking, filing, photocopying, faxing, scanning, and taking messages.
·        Maintaining the filing system and ensuring the security and confidentiality of organizational files and information
·        Ensuring that all documents are properly labelled and filed, including all finance files.
·        Managing office consumables, including stationary, and monitoring their effective usage. Maintain an inventory register for all office inventories.
·        Ordering supplies, maintaining office supply stock and making follow-ups of issued Local purchase orders as required, ensuring all employees are notified when supplies may be requisitioned and delivered.
·        Organize and maintain office hygiene to a required office standard.
·        Assisting employees in the scheduling and planning of meetings/conferences and business travel by booking accommodation and making reservations as required
·        Prepare office tea/meals as may be necessary especially when meetings are held.
·        Receiving all necessary documents including staff requisitions and accountabilities, sort them and ensure that they are attached to the respective files after getting clarification from the Finance and Administrative Manager
·        Receiving invoices from suppliers, recording them, and following up to ensure that suppliers are paid.
·        Issuing cheques to suppliers after verification and approval from the Finance and Administration Manager (FAM).
·        Preparing petty cash payments after duly approved requisitions and authorization from the FAM
·        Making bank payments as appropriate and ensuring that slips are delivered to FAM for proper filing.
·        Ensuring that all finance files are stamped PAID for Payment vouchers(PV’s) and POSTED for Journal vouchers(PV’s)when filling vouchers
·        Act as a bank agent to the organization’s account.
·        Support in any other duties as assigned.

Qualifications, Skills and Experience:
·        The applicant must hold a higher diploma or associate degree from a recognized institution, preferably in Business Administration / Secretarial studies.
·        A minimum of two years of proven experience as Administrative Assistant or in any other relevant administrative role and having Working knowledge of office equipment and Finance related work.
·        Understanding and being able to execute the basic principles of bookkeeping.
·        Thorough understanding of office management procedures.
·        Excellent organizational and time management skills.
·        Analytical abilities and aptitude in problem-solving.
·        Warm personality.
·        Excellent written and verbal communication skills.
·        Proficiency in MS Office.
·        Strong commitment to high standards of service delivery and customer care.
·        A commitment to Sense International Uganda’s mission.
·        Ability to work to deadlines and prioritise workloads.
·        A positive and proactive approach to all areas of work with a ‘can do’ attitude, in line with the organisation’s values.
·        High standards of personal integrity, honesty, and discretion.

Sense International Uganda is an equal opportunity employer.

How to Apply:
All candidates should email your covering letter (maximum 2pages) and current CV to the Finance and Administration Manager-Uganda: Please include ADMINISTRATIVE ASSISTANT in the subject line of your email. Your covering letter must include:
·        Why you are interested in this position?
·        How you think your experience and skills match the job description?
·        List your current and expected salary/benefits
·        Your day-time contact number
·        Available start date

Deadline: 10th  July 2020

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