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Job Title:    Administration Assistant

Organisation: COBURWAS International Youth
Organization to Transform Africa (CIYOTA)

Duty Station:  Kampala,
Uganda

Reporting to: Deputy Executive Director

 

About US:

COBURWAS International Youth Organization to Transform Africa (CIYOTA) is
a volunteer-based, non-profit organization established by refugee youth in
December 2005 in Kyangwali refugee settlement, Uganda. The Organization remains
committed to its mission to empower young people living in Uganda, and across
Africa to be socially responsible entrepreneurial leaders to solve the root
causes of their community problems. CIYOTA is committed to paying particular
attention to children and youth within their programs who have suffered from
violence and trauma, and aspires to sustain support for young people who have
suffered trauma. CIYOTA also recognizes the power of functional education as a
critical part of healing conflict and creating social cohesion in communities.

 

Job Summary:  The Administration
Assistant primarily coordinates office activities and operations to achieve
efficiency and compliance to company policies. As he/she will provide office
support and coordinate office activities, a positive attitude and attention to
detail are a must.

 

Key Duties and Responsibilities:  

Front Desk Management

·       
Manage
incoming and outgoing phone calls professionally.

·       
Monitor
incoming and outgoing mail; receive and sign for mail/packages from couriers
and deliver to proper recipient.

·       
Welcome
visitors with a warm smile and positive attitude and provide any required
assistance.

·       
Support
to maintain security in the workplace by issuing, checking and collecting
badges as necessary and maintain visitor logs in coordination with the security
personnel.

·       
Maintain
a safe and clean reception area by complying with procedures, rules, and
regulations.

Administration Support

·       
Run
errands in a timely and organized manner.

·       
Support
department managers, staff, and directors- assisting with a variety of
administrative tasks including copying, taking notes and meeting minutes.

·       
Assist
with coordinating travel arrangements.

·       
Monitor
and maintain office equipment.

·       
Take
stock of office supplies and place timely orders when necessary.

·       
Organize
conference room scheduling, equipment, and cleaning.

·       
Supervise
office general cleaning.

·       
Coordinate
building and maintenance issues for general repair and updates.

·       
Organize
catering, coffee or other refreshments as needed.

·       
Organize
special functions and social events.

·       
Uniting,
educating and empowering the youth to transform communities in Africa

·       
Perform
ad hoc administrative duties.

Senior Management support

·       
Submit
timely reports, research notes, preparing presentations and proposals as
assigned.

·       
Manage
senior managers’ appointments and calendars.

 

Qualifications, Skills and Experience:

·       
The ideal
candidate must hold a Diploma/Bachelor’s Degree in Business Administration or
relevant field. Preferred.

·       
Prior
experience in handling administrative responsibilities with a proven track
record is a must. NGO experience is an added advantage.

·       
Familiarity
with office management procedures is desirable.

·       
Outstanding
written and verbal communication and interpersonal abilities.

·       
Proficient
computer skills, including Microsoft Office Suite (Word, PowerPoint, and
Excel); scheduling appointments/updating calendars a must.

·       
Flexible
to changing demands and a highly organized multitasker who works well in a
fast-paced environment.

·       
Willingness
to learn and to grow with the company.

 

Core Competencies include:

·       
Integrity:
one who is trusted and presents truthful information and admits mistakes.

·       
Decision
making: analyzes situations at both strategic and operational level.

·       
Relationship
builder: has ability to build and maintain effective relationships and networks
both internally and externally.

·       
Continuously
learning: seeks opportunities to develop self and applies new knowledge and
skills to meet the dynamic needs of CIYOTA.

·       
Uniting,
educating and empowering the youth to transform communities in Africa

·       
Communication:
can articulate their views and those of the organization in a simple and
understandable means to achieve a desired goal.

 

Technical Competencies
include:

·       
Computer
literacy: ability to use specific computer applications and programs in their
functional area to improve the organization’s effectiveness, decision making
and processes. Has the ability to improve performance by integrating new and
existing technology into the workplace.

·       
Innovative
mindset: questions and seeks out information from multiple sources, learns from
mistakes and sees change as an opportunity.

·       
Telephone
handling: is professional, empathetic and represents the organization
positively at all points of contact with both internal and external
stakeholders.

 

How to Apply:

If you believe that you embody these experiences and values and your
mission is aligned to ours, we are excited to meet with you and welcome you
aboard with likeminded individuals. You will have an amazing opportunity to
make a difference in the lives of affected children across Uganda while being
able to share your expertise, grow your career, network with global
stakeholders and work with a diverse, focused and engaged team. If qualified
and interested in this position, please email your cover letter and resume to
ruthie.bizgal@gmail.com

 

Deadline: 23rd February 2021.

 

NB: Only shortlisted candidates shall be
contacted.

 

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latest jobs, please visit https://www.theugandanjobline.com or find us on our facebook page https://www.facebook.com/UgandanJobline

 

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