Administrative Assistant / Secretary Job Careers - Goodman International Ltd

Job Title:         Administrative Assistant / Secretary Organization:  Goodman International Ltd Duty Station : Kampala, Uganda ...

Showing posts with label Administration Jobs in Uganda. Show all posts
Showing posts with label Administration Jobs in Uganda. Show all posts

Administrative Officer US NGO Job Vacancies - Management Sciences for Health (MSH)

Job Title:         Administrative Officer
Organization: Management Sciences for Health (MSH)
Duty Station: Kampala, Uganda

About US:
Management Sciences for Health (MSH), a global health nonprofit organization, uses proven approaches developed over 40 years to help leaders, health managers, and communities in developing nations build stronger health systems for greater health impact. We work to save lives by closing the gap between knowledge and action in public health. Since its founding in 1971, MSH has worked in over 150 countries with policy makers, health professionals, and health care consumers to improve the quality, availability and affordability of health services.

Job Summary:  The Administrative Officer is responsible for providing administrative, operational, and logistical support to office and coordinating administrative efforts for field technical activities. S/he has primary responsibility of ensuring that office administrative operations are functioning efficiently and effectively and are aligned to support attainment of project results and client expectation. Supports general operations activities and day to day management of office operations equipment to ensure proper functioning/ routine maintenance and supplies stocks management. Also takes care of general office hygiene in line with MSH standards and procedures. S/he ensures administrative and program support are conducted according to MSH policy, standard operating procedures, donor regulations and good business practices and that tasks are completed with high quality and integrity standards.

Provide Front Desk and general administrative support, ensuring a smooth work flow within office operations. Manage the consumables and stationery stores ensuring proper records of incoming and outgoing requests and timely replenishment of recurring needs . Ensure office Petty cash is well managed and support the Fleet of Vehicles.

Key Duties and Responsibilities:  
Office Management
·        Manages office day today administrative and operational functions inclusive of the front desk
·        Assist in preparation of invitations to workshops/training participants in accordance with the MSH procedures, with particular attention to ensure adherence to policies on allowances
·        Conduct the Anti-Terrorism Clearance Verification Process for events’ participants, venues and related service providers,
·        Ensure the availability of materials, stationery, printed materials, branded materials, name tags, registration sheets, all arranged and packaged for training activities.
·        Assist with arranging and planning of internal events and conferences/events.
·        Maintain minimum Office Petty Cash ensuring cash count reconciliation at least once a week.
·        Ensure the office has adequate stock of equipment/office supplies, water, etc.
·        Ensure garbage is collected from office premises whenever due or at intervals as per contracted collectors. Supervise the services of garbage collectors and other external service providers and report any concerns to the supervisor.
·        Ensuring that office windows and doors are safely secured, lights are off every after work hours, working with cleaning staff.
·        Perform regular inspection of plumbing, drainage, sewerage, electrical fittings and other installations to ensure that they are in proper order or report to supervisor as necessary.
·        Ensuring that the centralized printers and photocopiers are loaded with papers and consumables at all times as well as reporting malfunctioned cases to the supervisor.
·        Ensure that office windows, doors and all accesses are securely closed daily after close of business.  
Stores Maintenance/management
·        Maintains the flow of materials and supplies to the consumables stores using bin cards.
·        Receive procured items into the consumable stores, record, manage and issue out requests to staff.
·        Ensure regular stock count and balance indication on bin cards
·        Provide regular status reports and timely replenishment requests
·        Take custody and arrange the availability of audio-visual equipment, displays and other meeting needs  
General Duties
·        Verify delivered items in line with Purchase Order quantities and quality (specifications) working with the respective purchasers and respective technical persons
·        Provide support for office opening and closing working with supervisor
·        Support and work with supervisor in regular assets verification
·        Ensure that all equipment and supplies leaving the office for any other destination have approved gate passes and are appropriately recorded
·        Coordinate driver itineraries and ensure that vehicle service and repair requests are timely submitted working in liaison with drivers, supervisor and operations/procurement staff.    

Qualifications, Skills and Experience:
·        The ideal candidate must hold a Bachelor’s Degree in Business Administration, Public Administration or related fields.
·        At least 3-5 years of relevant administrative experience in supporting teams of professionals.
·        Strong administrative, organizational and interpersonal skills, able to work well under pressure.
·        Familiarity with travel logistics and event planning.
·        Experience with US government donor projects.
·        Ability to work flexibly and collaboratively in a complex Program and in a diverse multi-cultural team environment.
·        Ability to work independently and to excel at operating in a fast pace, health management support environment.
·        Ability to carry out independent work, take initiative, be responsible, maintain can-do attitude and use sound judgment.
·        Excellent interpersonal and communication skills. A demonstrated commitment to high professional and personal ethical standards.
·        Excellent computer skills, knowledge of MS Office Suite applications including Word, Excel, and other applications.

How to Apply:
All candidates who wish to join Management Sciences for Health in the aforementioned capacity at the link below.

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Fresher HR & Administration Assistant US Non-profit Job Placements - International Rescue Committee

Organisation : International Rescue Committee
Duty Station: Uganda
Reports to: HR/Admin Officer

About US:
The International Rescue Committee helps people whose lives and livelihoods are shattered by conflict and disaster to survive, recover, and gain control of their future. It was created by Albert Einstein more than 80 years and has been working in Uganda since 1998. It has particularly working in the conflict zones where tens of thousands of people have been kills and over 1.6 million displaced. Following a peace agreement in 2006, Ugandans are returning home and looking to rebuild their lives. The IRC is there to protect women and children from violence and exploitation by fostering a safe environment and encouraging education, and is supporting farmers and small businesses, and helping communities promote peace and long-term development.

Job Summary:   The HR/Admin Assistant is responsible for providing support for day-to-day administrative requirements, functions, and general office management of the IRC Kiryandongo office.

Key Duties and Responsibilities: 
·       Ensure that reception services are provided in such a fashion that visitors are provided with a warm welcome and that their needs are swiftly attended to
·       Ensure that all incoming communications (telephone calls, letters, email etc.) are responded to professionally and reliably passed on to the appropriate person(s)
·       Ensure that the mails are collected from the post office on a regular interval and ensure timely distribution of mail/messages
·       Ensuring that the office environment is clean, well-organized, and attractive and that break tea is provided to a high standard of quality and hygiene
·       Ensure that Office equipment is switched off accordingly and the premises securely closed.
·       Utility Management (Electricity, Water, Garbage, Phone, Security, Internet etc)
·       Ensure that all office utility bills, subscriptions and office rent are paid on time in liaison with the HR/Admin. Officer
·       Ensure that all subscriptions (email, internet) and other service contracts (photocopier and other machinery servicing contracts) are renewed in a timely manner in liaison with the IT officer
·       Under the supervision of the HR/ Administration Officer, compile and submit MTN- CUG telephone numbers by the 20th of every monthly
·       Prepare monthly utility reports and submit timely to the HR & Admin. Officer or designate
·       Events Management (Conference/Meetings) and Travels (in-Country) Management
·       In liaison with the focal person on the personnel committee, coordinate monthly staff meetings and ensure efficient distribution of minutes, workshops, seminars and conferences for the country office
·       Ensure that support is provided in a timely and reliable fashion with travel arrangements, conference venue bookings, meeting arrangements, accommodation booking for staff from other programs and other official visitors
·       Flights focal person - ensure that all the flight requests-local & international are actioned in an efficient manner
·       Coordinate and arrange staff parties.
·       In Liaison with the HR/Admin officer, monitor staff movement to/from the field, to conference, to trainings, etc. and provide weekly updates (Travel calendars) to relevant staff.
·       Provide timely and proper set-up of conference rooms or venues for various meetings as and when.
·       Secretarial task; ensure OADM forms/Templates are replenished and updated.
·       In Liaison with the Administrative/HR Officer, monitor staff movement to/from the field, to conference, to trainings, etc. and provide weekly updates to relevant staff.
·       Support to the Human Resource/Administration function
·       Maintain Petty cash register and ensure petty cash reconciliation.
·       Cash projections of the Human Resources/Admin Department
·       Assist the HR department in organizing staff training sessions, workshops and activities
·       Read and become knowledgeable of the IRC Admin and HR Policies and Procedures
·       Perform other work-related duties as required by the Admin/HR Officer

Qualifications, Skills and Experience:
·       The ideal applicant must hold a University studies in Business Administration, Secretarial Studies, or any other related course.
·       At least 2 years of experience in similar position
·       Proven skills in administration and management
·       Strong organizational, interpersonal skills
·       Good administrative skills
·       Strong written and oral English communications skills
·       Excellent computer skills including MS Word, Excel, PowerPoint, and Outlook
·       Must be able to work independently while being a strong team player
·       Strong skills in collaboration with multi-cultural and diverse teams
·       A team builder with excellent people skills; must be culturally sensitive.

How to Apply:
All suitably qualified and interested candidates are encouraged to apply online at the link below.

Deadline:  30th June 2020

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Senior Administration and Human Resource Officer Job Vacancies - National Bureau for NGOs

Organisation: National Bureau for NGOs
Duty Station: Kampala, Uganda
Reports to: Manager Administration & Human Resource

About US:
The National Bureau for NGOs (NGO Bureau) is a semi-autonomous body under the Ministry of Internal Affairs established by the NGO Act 2016. The Act mandates it to register, regulate, coordinate, inspect, monitor and oversee all NGO operations in the country.

Job Summary: The Senior Administration and Human Resource Officer will be in charge of coordinating the implementation and management of the Human Resource Function in the Bureau

Key Duties and Responsibilities:  
·        Oversee the entire recruitment process of staff, provide guidance on selection and placement of employees in positions to achieve objectives, prepare letters of appointment, contracts and other related documentation, and ensure an effective internal disciplinary processes including sound payroll management
·        Coordinate the recruitment process:
·        Provide guidance on the Bureau's salary scales and employees' salaries and benefits:
·        Prepare Performance Management Contracts and appraisal systems;
·        Promote and maintain sound employer and employee relations;
·        Advise Managers on the relevant disciplinary actions:
·        Coordinate the execution of exit interviews:
·        Identify training needs as per line management requirements, skills audits, strategic skill requirements and performance processes:
·        Research and identify appropriate and accredited service providers:
·        Coordinate training and development activities:
·        Perform any other duties as may be assigned from time to time by the Manager Admin and HR

Qualifications, Skills and Experience:
·        The applicant must hold an Honors Bachelor's Degree in either Human Resource or Social Sciences.
·        A Post Graduate Diploma in related fields,
·        A professional qualification in the related field is an added advantage
·        At least three years working experience in a related field with a reputable organization
·        Very professional and extremely confidential;
·        Excellent mediation skills with the ability to assist in finding suitable and viable resolutions c) High propensity for change and a natural inclination to drive and manage change in the organization;
·        Understanding of the Public Service Standing Orders particularly Human Resource.
·        Managing employee performance
·        Has analytical skills needed to make sound HR decisions
·        Ability to work under pressure and according to tight deadlines
·        Strong attention to detail:
·        Consistent to follow through on tasks and projects through to completion

How to Apply:
All suitably qualified and interested candidates are invited to submit their application letters together with the following:
·        Detailed and updated curriculum vitae signed and dated by the candidate;
·        Certified copies of academic transcripts and certificates:
·        Copy of the applicant's National Identity Card.
·        Names and addresses of three (3) referees who should forward their recommendations directly to the Executive Director. Referees should attest to the candidate's academic credentials, managerial skills and integrity.

Sealed applications should be addressed and delivered to the address. East African Time. Application letters with accompanying documents can also be emailed to with the subject clearly indicating the position applied for

The Executive Director
National Bureau for NGOs
3rd Floor, Kingdom Kampala Building
Plot 31 A-35A, 37A-39A, Nile Avenue
P. O. Box 24216,
Kampala, Uganda.

The envelopes should be clearly marked "APPLICATION FOR THE POSITION OF ..... (Please indicate the specific position applied for)" on the top right corner.

Deadline: 26th June 2020 by 1:00pm

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2 Office Cleaner US NGO Jobs - International Rescue Committee (IRC)

Organisation: International Rescue Committee (IRC)
Duty Station: Uganda
Reports to: Human Resource & Administration Officer

About US:
Founded in 1933, the International Rescue Committee is a world leader in relief, rehabilitation and post-conflict development services for Those uprooted or affected by violent conflict and oppression. The IRC is currently working in over 40 countries around the world, addressing both the immediate and lifesaving needs of conflict affected people in emergencies and the reconstruction needs of post-conflict societies.

Job Summary:  The Office Cleaner is responsible for maintaining general cleanliness of the premises at all times.

Key Duties and Responsibilities:  
·        Maintain cleanliness inside and outside of the office premises at all times on a daily basis.
·        Wash floors and windows at the premises each day.
·        Empty and Clean dustbins and wastepaper baskets on a daily basis and dispose rubbish in designated areas only.
·        Ensure that washrooms are kept clean and well stocked with the necessary toiletries at all times on a daily basis.
·        Ensure that all office furniture and equipment are clean and well-arranged daily.
·        Maintain the kitchen area and clean all surfaces and other appliances.
·        Ensure that the kitchen store is well stocked with the necessary kitchen utilities at all times.
·        Ensure requirements for tea/coffee making are available at the kitchen/pantry counter at all times, i.e., teacups, sugar, coffee, teaspoons.
·        Assist in arranging for in house meetings i.e. (arranging meeting room).
·        Undertake internal errands for staff including photocopying and preparation of documents.
·        Assist with any other office duties as may be required by your supervisor.

Qualifications, Skills and Experience:
·        The applicant must hold an O’ Level Certificate, with a good command of the English language
·        One year of experience working in a similar position (preferred)
·        A good command of the English language
·        Ability to maintain the highest degree of discretion and confidentiality.
·        Must be detail-oriented and able to work independently with minimal supervision.
·        Excellent organizational, communication and time management skills.
·        Honest, reliable and trustworthy.
·        Willing to adhere to and implement the IRC rules.
·        Good inter-personal interpersonal.

How to Apply:
Please send cover letter, CV, and copies of academic documents clearly indicating the position – location that you have applied for “Office Cleaner – Kiryandongo” to:, or hand deliver to the IRC office in Kiryandongo.
Only shortlisted candidates will be contacted.

Deadline: 30th June 2020.

NB: Please note that if you do not follow the above instructions your application will be automatically disqualified. All applications will be assessed strictly on individual merit.

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Entry Level Office Admin Job Vacancies - Markh Investments Co Ltd

Job Title:         Office Admin
Organization: Markh Investments Co Ltd
Duty Station: Kampala, Uganda

About US:
Markh Investments Co Ltd was formally established in 2004 with only one truck. The aim was to be the main provider to the service-transport industry in Uganda and the region at large. Today, the company has built a reputable brand as one of the most trusted private logistics company and the most reliable company in construction material and logistics services supplies.

Job Summary:  The Office Admin is responsible for providing administrative support to the Head of Facilities and Services.

Key Duties and Responsibilities:  
Office facilities and services
·        Manages updates and advises on administration follow up including meetings, functions and other admin programs
·        Prepares visa application letters and follow up with the respective Ministries.
·        Prepares and updates Country Office inventory records.
·        Conducts checks of the logbooks data of company fleet and monthly checks of the generator fuel consumption and officer vehicles.
·        Makes purchases of Markh office stationeries
·        Schedules trips for Administrative trips.
·        Prepares materials to be used in workshops and tool box talks or meetings.
·        Ensure services offered in the canteen is of agreed standard and accountability Ensures confidentiality of all department and expats’ personal documents (Visa application documents passports, certificates, e-mails, other official documents of applicants).
·        Registers incoming documents/packages and distributes to the respective projects.
·        Other duties/additional tasks
·        Performs other duties and tasks at the request of the superior.

Qualifications, Skills and Experience:
·        The applicant must hold a Degree in Business Administration or any related field
·        One year of professional experience in a comparable position
·        Excellent command of MS-Office products.
·        Very good written and oral knowledge of English
·        Politeness and helpfulness in dealing with clients,
·        Planning and organization skills
·        Proactive and responsive

How to Apply:
All interested and qualified persons are strongly encouraged to apply by email (Application and CV)

Deadline: 8th July 2020

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