Job Title: Admin Assistant
Department: Operations
Band: 4
Reports To: Administration Manager
Country/Location: CRS Moroto Field Office, Uganda

About CRS:
Catholic Relief Services carries out the commitment of the Bishops of the United States to assist the poor and vulnerable overseas. Our Catholic identity is at the heart of our mission and operations. We welcome as a part of our staff and as partners people of all faiths and secular traditions who share our values and our commitment to serving those in need.
CRS has worked in Uganda since 1965, initially providing emergency assistance to Sudanese refugees living in the north. Over the years, CRS has expanded its programming to also address development needs in western, central and eastern Uganda. CRS’ projects in Uganda currently include agriculture, health, microfinance, peacebuilding and youth. CRS Uganda implements its programs through partnerships with local organizations, including the Catholic Church, other faith-based organizations and community entities for maximum impact and sustainability.

Background:
In Karamoja region, CRS is leading a consortium of implementing and technical partners to run a USAID/BHA funded program called Nuyok; and in partnership with CARE, implementing the Inclusive Market-based Development for Smallholder Farmers in Karamoja sub region (DINU).
Nuyok, a USAID/BHA funded program aims to build resilience to shocks, enhance livelihoods and improve food security and nutrition for vulnerable rural families in three districts of Karamoja – Abim, Nabilatuk, Nakapiripirit and Napak. Nuyok seeks to strengthen governance and gender equity, community capacity to manage shocks and stresses, traditional and diversified livelihood opportunities and nutrition and health (including improved water, sanitation, and hygiene (WASH)) of pregnant and lactating women (PLW), adolescent girls and children under two years of age (CU2).
DINU is designed to increase food security, improve maternal and child nutrition, and enhance household income in the Karamoja Sub-region. DINU’s objective is to increase food security, improve maternal and child nutrition and enhance household incomes through support to diversified food production and commercial agriculture and through improved household resilience and women empowerment. The target population is expected to receive support to engage in diversified agricultural production and establish linkages to commercial input and output markets and financial services to engage in commercial agriculture allowing for improved food security and improvement of nutrition specifically amongst children, women, and adolescents.

Job Summary:
You will provide administrative assistance to CRS Moroto Office which include; management of the office reception (receiving guests and phone calls), keeping phone records and billing, receiving goods and ensuring proper storage, dispatch and recording, petty cash, and any other administrative support assigned. Your knowledge and experience will allow you to coordinate reception activities, as you apply the principles of stewardship, integrity, transparency, and accountability.

Job Responsibilities:
Reception
• Receive, announce and direct visitors to staff in the office in a courteous manner. Also, as requested, make appointments and take messages.
• Maintain an updated staff and telephone intercom list.
• Circulate copies of monthly telephone bills to respective staff for identification of personal calls. i.e. Mobile phones to respective staff, fixed telephones bills to respective sub office staff.
• Manage internal/external office mail. Receive/Record all outgoing and incoming mail to include invoices. Distribute mail to respective officers. Also take responsibility for receipt/dispatch of Moroto office pouches.
• Manage incoming/outgoing pouches to the Regional and Kampala office. Ensure prompt delivery to recipients and payment to vendors effected
• Receive, register, file, summarize data of applicants using approved format, and submit application files together with softcopy of summarized data to the Human Resource Manager, within two days of closed date for receipt of applications

Inventory Management
In accordance with CRS and donor regulations, international and local supply chain standards;
• Receive goods delivered to the office by vendors or from Kampala office, secure them in designated warehouses and maintain records
• Dispatch the items to final users when required
• Manage inventory of office supplies and ensure constant and timely replenishing.
• Receiving supplies and intra – program transfers to sub-offices/implementing partners and beneficiaries
• Maintain stores and manage records

Others
• Facilitate payment requests for service providers under Administration department contracts
• Petty cash Management
• Perform other tasks and assignments as and when required which are consistent with your level in the organization.

Typical Background, Experience & Requirements:
Education and Experience
• A minimum of Diploma in Secretarial Studies, Business Administration/Management or equivalent.
• At least 2 years work experience in a similar position, preferably with an international NGO.
• Computer Literacy in MS word, MS Excel, and E-mail communication.

Personal Skills
• Person of high integrity, interpersonal and customer care relations.
• Writing, listening and good communication skills.
• Culturally sensitive and patient.
• The person must be able to work with minimum supervision.
• Ability to manage multiple tasks at a time and work effectively with colleagues from different backgrounds.
• Ability to work collaboratively as part of a team environment