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Job Title:  Administrative Assistant

Organisation: The AIDS Support Organization (TASO Uganda)

Duty Station: Soroti, Uganda

REF: TS/HR/OPSP/

Reports to: Human Resources & Administration Officer

About US:

The AIDS Support Organization (TASO Uganda), is an organisation contributing to a process of preventing HIV infection, restoring hope and improving the quality of life of persons, families and communities affected by HIV infection and disease.

Job Summary: The Administrative Assistant will take charge of the day today office administrative operations at TASO Regional Project and Cluster offices. He/she will provide and support on all administrative and other HR related issues.

Key Duties and Responsibilities:

• Promote health and safety at work place and ensure proper hygiene
• Prepare staff medical insurance forms and follow up on medical cards
• Ensure security of TASO Soroti regional Project and Cluster offices
• Ensure effective utility management and prepare monthly and annual expense reports
• Organize team building and stress management events for the project staff
• Prepare annual leave schedule, track, generate, submit monthly returns and maintain an updated leave register quarterly
• Review staff time sheets and follow up to ensure timely submission monthly
• Review staff personnel files and ensure that they are well updated quarterly
• Ensure documents are filed in time and track outwards documents
• Open, sort, and screen in-coming mails to HR office
• Distribute mail, and dispatch outgoing mails and personnel documents
• Periodically monitor and update staff and community records with terrorism search quarterly
• Draft and type correspondences/ other official documents
• Support in preparing correspondence and other communication from the directorate as required
• Ensure that all minutes are filled appropriately
• Ensure adequate office supplies, office space and safe water facilities
• Provide logistical support to the project team
• Plan and track utilization of administrative resources and other office supplies to avoid wastage
• Conduct stock taking of administrative resources, prepare expense and utilization reports on a monthly basis
• Supervise renovations/ repairs and ensure that the project structures are well maintained monthly
• Prepare administrative service contracts and ensure rentals are paid annually
• Participate in the preparation of HR & Administration reports quarterly
• Regularly update HR and administrative information in the Navision and generate periodic reports monthly
• Monitor insurance schedules for assets and inventory and provide renewal scheduled to HQ in time annually
• Track assets and inventory and ensure that their safety is maintained in the regional premises
• Conduct assets and inventory verification exercises and submit verification reports in time quarterly

Key Outputs

• Staff welfare, occupational health and safety ensured
• Staff leave schedules developed and timesheets monitored
• Documentation and proper records management ensured
• Secretarial services provided
• Logistical and administrative support
• Human resource information and administrative systems maintained
• Assets and inventory management ensured

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Qualifications, Skills and Experience:

• The ideal applicant must hold a Bachelors in Social Sciences, SWASA, Public Administration and Development Studies. Related qualification in Fleet or Logistics Management will be an added advantage.
• Training in Public Administration OR Management Studies
• At least three(3) years of administration work.
• Finance for Non-Finance Managers
• Assets Management
• Contracts Management
• Administrative skills, Interpersonal skills, Communication skills and Computer skills
• Other Qualities/Attributes: Integrity, Honest and Self-respect

How to Apply:

Only qualified candidates who meet all the above requirements are invited to submit their resume, copies of certified academic certificates, testimonials and three referees, two of who should be the present employer / immediate supervisor or last employer if unemployed, or any other if it is the first employment being applied for. None of the referees should be a relative, friend or business associate. All referees’ designations should be stated and contact details included i.e. physical address, telephone/ mobile numbers and email contacts.

All interested Candidates MUST fully fill the TASO Online Job Application Form, scan and save all the relevant documents as one document (labeled with candidate’s full names) and forward only online applications with the relevant credentials to:

Click Here

Also note that only applications received online shall be considered.

Deadline: 1^st December 2022 at 04:30 pm

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