Job Title: Administrative Assistant
Organisation: Trees for the Future
Duty Station: Kampala, Uganda
About Organisation:
Trees for the Future Inc. (TREES) is a non-profit organization providing technical training and supplies for farmers in East and West Africa to end hunger through the Forest Garden Approach. Nearly a billion people live in extreme poverty and earn less than $1/day. Most of them are subsistence farmers whose farming practices have led to the deforestation of their land and the degradation of their local and global environment. Trees for the Future (TREES) is ending deforestation, hunger and extreme poverty for farmers in developing nations.
Job Summary: The Administrative Assistant will oversee day-to-day office administration, ensuring smooth, efficient, and well-organized operations. The role includes managing office equipment and inventory, handling front desk operations and visitor coordination, supporting inventory flow, coordinating the receiving and dispatch of items to and from the Mbale office, and maintaining oversight of office cleanliness and staff welfare. The position plays a central role in creating a professional, welcoming, and well-managed office environment. The position will be based either in Mbale or Bugiri office and reports to the accountant.
Key Duties and Responsibilities:
Administrative Support:
- Ensure reception services are delivered professionally, providing visitors with a warm welcome and promptly addressing their needs.
- Order staff meals and ensure food safety standards are maintained.
- Manage all incoming communications (telephone calls, letters, emails, etc.), ensuring they are handled professionally and directed to the appropriate persons in a timely manner.
- Serve as custodian of all office keys and ensure the premises are securely opened and closed as required.
- Maintain and regularly update all front desk resources, forms, and handbooks.
- Supervise the Office Cleaner to ensure high standards of cleanliness and promptly report maintenance needs to the relevant departments.
- Take direct charge of security personnel to ensure effective performance of their duties and escalate issues as necessary.
- Coordinate meeting room setup, including refreshments, stationery, and equipment preparation.
- Prepare and process utility invoices (electricity, water, newspapers, etc.) for payment.
- Support the printing, compilation, and submission of field accountability documents for review.
Inventory Management
- Receive goods and materials delivered to the store, ensuring proper documentation and verification against delivery notes and purchase orders.
- Arrange, label, and store items systematically to maintain order, accessibility, and safety.
- Maintain accurate stock cards and update digital inventory records in a timely manner.
- Conduct regular stock counts and support annual or periodic audits as required.
- Monitor stock levels and promptly notify the supervisor of low, expiring, or slow-moving items.
- Issue items and ensure proper documentation for all goods issued, returned, or transferred.
- Update stock registers and inventory management systems daily to ensure accuracy.
- Prepare and submit monthly stock reports to the Operations department.
- Ensure the store remains clean, organized, and compliant with safety standards.
- Immediately report any damaged, expired, or missing stock for appropriate action.
Asset Management
- Maintain an updated asset register with details such as asset name, serial number, tag number, location, custodian, and purchase date.
- Ensure staff sign asset custody forms when issued equipment (e.g., laptops, phones).
- Maintain a log for borrowed, transferred, or returned assets.
- Conduct periodic asset verification (quarterly, biannual, or annual).
- Report missing, damaged, or non-functional assets.
- Validate asset existence during internal and external audits.
- Coordinate repairs with approved service providers.
- Ensure assets are allocated to the right users and used for intended program activities.
- Support compliance during audits or donor reviews.
- Identify obsolete or end-of-life assets for disposal and prepare periodic asset reports
- Prepare periodic asset reports (monthly, quarterly, or annual).
- Reconcile the asset register with the finance fixed asset schedule.
- Performs any other duties that may be assigned from time to time.
WHO YOU ARE
- Organized and Detail-Oriented: You maintain efficient administrative, inventory, and asset management systems, ensuring accuracy and up-to-date records.
- Professional and Service-Focused: You foster a welcoming office environment and handle front desk and communications with professionalism and responsiveness.
- Accountable and Trustworthy: You safeguard organizational assets and confidential information with integrity and discretion.
- Proactive and Efficient: You anticipate needs, address issues promptly, and ensure smooth daily operations with minimal supervision.
- Collaborative Team Player: You work effectively across departments, supporting coordination, compliance, and overall organizational effectiveness.
Qualifications, Skills and Experience:
- Bachelor’s degree in accounting, business administration, social science, Public Administration, or any related discipline.
- Minimum of 3 years of relevant professional experience in office administration and management, stores management, customer services or Finance preferably in an NGO set up.
- Computer proficiency, including Microsoft Word and Excel.
How to Apply:
All suitably qualified and Interested applicants should apply online at the link below.
NB: Only shortlisted candidates will be contacted.
For more of the latest jobs, please visit https://www.theugandanjobline.com or find us on our facebook page https://www.facebook.com/UgandanJobline
Level of Education: bachelor degree
Work Hours: 8
Experience in Months: 36