Reception
Support the Front Office Volunteer Support Officer to ensure that the reception is well branded and all visitors are well attended to.

Filing Records
Ensure employee files are kept in accordance with the VSO Data Protection and Confidentiality Policy. Ensure that volunteer files are maintained accurately and meet VSO confidentiality requirements. Maintain the country office hard filing system in a secure and confidential manner. These will include staff, volunteers plus the hard files for ICS youth volunteers should keep the keys safely.

Systems Admin
Ensure staff and volunteer data administration is undertaken to enable accurate, up to date records, including contact details and emergency contacts. This will include the details for professional volunteers and staff.
Logistics Support: Arrange transportation for volunteers coming in and out of the country in a timely and most efficient manner.

Boards Management: Maintain; the leave board, external meetings log board, and ICS board with up to date information easily accessible by the other members of the team.
Manage the calendar white board ensuring that all the month’s activities are logged at the beginning of the month.

Volunteer support: Support the Assistant HR officer to collect all paperwork for volunteer files and work permits. Ensure the receipt and collection of volunteer passports is properly recorded.

Postage: Manage the VSO post office ensuring that payment for the box is coordinated with the operations office in a timely manner.

Audit support: Work together with the Head of People & Operations to provide the required information during internal & external audits

Administration support: Work as the link for the country leadership team, providing them support with following up tasks from meetings and ensuring that actions are worked on in a timely manner. Fixing appointments for the country director and the senior management team members.
Manage the Country Director’s calendar

Other duties as requested by the HR and Operations Manager.
Key Performance Indicators
All visitors are warmly received and efficiently handled.
Volunteer files are maintained accurately and confidently.
All staff receive high levels of customer service. Country office filing is maintained accurately.
Clean & Up to date and attractive boards.
Well branded notices.
Open box throughout the year
Un qualified report and positive feedback from auditors

Competencies
Working together – Adds Value
Proactively enables and encourages team work in others

Communicating and influencing – Adds Value
Proactively builds constructive relationships through clear communication and generates effective discussion and mutual support for plans and ideas.

Managing knowledge – Aware
Keeps up to date with readily accessible knowledge relevant to own role.

Striving for excellence – Aware
Wants to learn and improve, responds to feedback and strives to meet objectives set b others

Managing resources – Aware
Spends VSO money responsibly, organizes own work to meet objectives on time and is aware of team workloads

Managing people – Aware
Requests and follows up on appropriate support from others, raises concerns about uncooperative colleagues in an appropriate way.

Developing people – Adds Value
Helps team members to create and implement clear development plans that meet their own and VSO’s short and long term needs

Leading for the future – Adds Value
Actively promotes VSO’s work and values; recognizes others successes; generates and implements new ideas

Thinking strategically – Aware
Understands the context of own role; considers impact of own work on that of others

Delivering results – Aware
Produces work of acceptable quality on time; responds to requests in a helpful way.

Skills, Knowledge and Experience required
Essential:
Qualification & Experience
• Degree in Secretarial Studies or similar with >3 years administrative experience
• Excellent computer skills (word, Outlook, Excel, Power Point, internet)
• Excellent written and verbal communication skills (English)
• Experience of a demanding workload and ability to prioritize and effectively manage time in order to deliver high quality work to tight schedules
• Proven ability to build and maintain relations with colleagues, volunteers, VSO stakeholders, including managing difficult situations
• Attention to detail
• Knowledge of Public Relations / customer service good practice

Personal qualities
• Demonstrate commitment to delivering excellent admin, financial and organisational service
• Warm and welcoming personality
• Team player
• Flexibility to adapt to new situations, with a positive attitude to working in an international organization with progressive work standards.
• Commitment to VSO’s values

Desirable:
• Experience of database management and desktop publishing
• Understanding of the role of international development and more specifically of volunteering in Uganda.
• Knowledge of and ability to speak Luo is an added advantage
• Understanding of the role of international development and more specifically of volunteering in Uganda.