JOB DETAILS:

The Administrative Assistant will be responsible for supporting the day to day running of all the administrative functions in the office. She/he will perform a wide range of administrative duties while working closely with the Finance and Administration Manager.

Specific Duties And Responsibilities:

Office
• Working as a receptionist; greeting and directing visitors and providing them with relevant and accurate information.
• Handling office telephone calls and making communications to the person responsible.
• Distributing incoming mail, including opening and reviewing mail, date-stamping, and directing appropriately.
• Overseeing overall office cleanliness and maintenance, including all office utensils and equipment as well as conducting minor office repairs.
• Performing secretarial and clerical duties such as – typing, minute taking, filing, photocopying, faxing, scanning, and taking messages.
• Maintaining the filing system and ensuring the security and confidentiality of organizational files and information. Ensuring that all documents are properly labelled and filed, including all finance files.
• managing office consumables, including stationary, and monitoring their effective usage. Maintain an inventory register for all office inventories.
• Ordering supplies, maintaining office supply stock, and making follow-ups of issued Local purchase orders as required, ensuring all employees are notified when supplies may be requisitioned and delivered.
• Organize and maintain office hygiene to a required office standard.
• Assisting employees in the scheduling and planning of meetings/conferences and business travel by booking accommodation and making reservations as required.
• Prepare office tea/meals as may be necessary especially when meetings are held.
Finance
• Receiving all necessary documents including staff requisitions and accountabilities, sort them and ensure that they are attached to the respective files after getting clarification from the Finance and Administrative Manager
• Receiving invoices from suppliers, recording them, and following up to ensure that suppliers are paid.
• Issuing cheques to suppliers after verification and approval from the Finance and Administration Manager (FAM).
• Preparing petty cash payments after duly approved requisitions and authorization from the FAM.
• Making bank payments as appropriate and ensuring that slips are delivered to FAM for proper filing.
• Ensuring that all finance files are stamped PAID for Payment vouchers (PV’s) and POSTED for Journal vouchers (PV’s) when filling vouchers.
• Act as a bank agent to the organization’s account.
• Support in any other duties as assigned.

Qualifications, Skills And Experience

• A higher diploma or associate degree from a recognized institution, preferably in Business Administration / Secretarial studies.
• At least 2 years proven experience as Administrative Assistant or in any other relevant administrative role and having Working knowledge of office equipment and Finance related work.
• Understanding and being able to execute the basic principles of bookkeeping.
• Thorough understanding of office management procedures.
• Excellent organizational and time management skills.
• Analytical abilities and aptitude in problem-solving.
• Warm personality.
• Excellent written and verbal communication skills.
• Proficiency in MS Office.

To apply for the above position, please email your covering letter (maximum 2 pages) and current CV to

the Finance and Administration Manager

Uganda:

[email protected] 

Please include ADMINISTRATIVE ASSISTANT in the subject line of your email.

Your covering letter must include:

• Why you are interested in this position

• How you think your experience and skills match the job description

• List your current and expected salary/benefits

• Your daytime contact number

• Available start date

Due to the high number of applications we anticipate receiving, only shortlisted candidates will be contacted.

Closing Date : 10th July 2020