Administrative Assistant

Requisition ID: req51707

Job Title: Administrative Assistant

Sector: Administrative/General Office

Employment Category: Regular

Employment Type: Full-Time

Open to Expatriates: No

Location: Kampala Country Field Office, Uganda

Work Arrangement:

Job Description

BACKGROUND:                                                                                            

The International Rescue Committee (IRC) is one of the world's leading crisis response agencies, providing life-saving assistance and supporting recovery and reconstruction for people affected by war and natural disasters. Active in public health, education, livelihoods, women's empowerment, youth development, and protection and promotion of rights, IRC assists people from harm to home. 

The IRC was registered in Uganda in mid-1998 and implements rehabilitation activities in the sectors of Child and Youth Protection and development, Health, Economic recovery and Development and women protection and empowerment as well as contributing to the response to the Southern Sudanese Refugee situation. IRC Uganda has a head office in Kampala, field offices in Lamwo, Moroto, Kyaka and West Nile.

SCOPE OF WORK:

The Administrative Assistant is responsible for ensuring that the day-to-day administrative functions of CGPP Uganda are performed to a high standard and in accordance with IRC policies and procedures.

Under the supervision of the Country Manager, the Administrative Assistant will:

• Provide day-to-day administrative assistance to the CGPP Secretariat team, CGPP partner staff of IRC and Medical Teams International (MTI).
• Support in a variety of administrative coordination, logistical and information management functions of the project.
  

SPECIFIC RESPONSIBILITIES:

Human Resource Support

• Maintain employee’s database for employee leave, time sheets and training. Assist in preparing onboarding schedules, documents, and work tools for new staff follow up and report any issues staff are facing.
• Assists in the orientation of new staff, interns, visitors, and consultants by providing them with the necessary documents and materials for orientation.

Administration Support

• Coordinate with front office management to attend to project visitors, incoming communications (telephone calls, letters, email etc.) and ensuring they are reliably passed on to the appropriate person(s).
• Contribute and support project related utility management and reporting including but not limited to subscriptions (email, internet), office supplies, photocopier, and other equipment services.
• Support compilation, submission and tracking of, payment requests and other logistical requirements, requisitions, and updates on receipt of goods and services.
• Contribute to maintenance and regular updates of the asset and inventory listings.
• Support in the preparation of the item forecasts in integra.
• Cooperate with other staff to coordinate work activities, meet deadlines, and provide support where needed.

Project Events Management

• Support administrative arrangements for the project events, meetings, workshops.
• Assist in organizing staff training sessions, workshops and activities that take place in different field locations.
• Coordinate regular project team meetings (virtual and face to face) includingpreparation and distribution of minutes of meetings, summary notes and other documentation.
• Coordinate staff meetings and ensure efficient distribution of minutes, workshops, seminars, and conferences for the project team.
• Support staff to follow up logistical arrangements, bookings for conferences, venue, accommodation, and other logistical supplies for events.
• Coordinate and arrange staff wellness events and interactions. 

Travels (in-Country)

• Provide timely and reliable support for travel meeting arrangements, and accommodation booking for staff from other projects and other official visitors.
• Coordinate with flights focal person to ensure that all the flight requests-local & international are actioned in an efficient manner.
• Maintains and regularly updates travel plans, support project team to prepare travel requisitions and claims.

Administrative information

• Create and maintain an efficient e-filing system for the project team with up-to-date files and references (electronic and hardcopy) of correspondence/documents and copies of the project records for the various project workstreams.
• Support dissemination of project specific communication materials such as policies, templates, plans, budgets, and reports.
• Perform other relevant duties as assigned (of a similar nature or related and in the interest of the organization).

Qualifications

Requirements:

• University degree in Business Administration, Secretarial Studies, or related area of study
• At least 3 years relevant work experiences, with administrative tasks.
• Work experience in administrative support of a development program/project is an advantage.
• Demonstrates ability to work in teams, solve problems, prioritize workloads, meet deadlines, and work well under pressure is highly desired.
• Previous experience working with an international NGO in a cross-cultural setting, in administration sector.
• Proficient with computer technology and Microsoft Office applications including Microsoft Word, Excel, Power-point, Outlook.
• Strong oral and written communication skills.
• Strong organizational, interpersonal skills.
• Fluency in English is required.
• Must be able to work with minimum supervision while being a strong team player.

Gender Equality & Equal Opportunity

We are committed to narrowing the gender gap in leadership positions. We offer generous benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances. We welcome and strongly encourage qualified female professionals to apply.

IRC is an Equal Opportunity Employer, and we value diversity in our organization. We do not discriminate based on race, religion, color, national origin, sex, gender, age, marital status, veteran status, disability status or any other characteristic protected by applicable law. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request reasonable accommodation.

Professional Standards

IRC workers must adhere to the values and principles outlined in the IRC Way - Standards for Professional Conduct.  These are Integrity, Service, Accountability and Equality.  In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

NB: This advert will close on 20^th May 2024.