Office Administrator

at Child's i Foundation
Published September 15, 2022
Location Kampala, Uganda
Category Administration  
Job Type Full Time  

Description

JOB PURPOSE:

 

Ensure that all administrative functions are coordinated to achieve a high level of productivity within the Foundation.

 

KEY JOB DUTIES AND RESPONSIBILITIES:

 

Office Management

 

General administration including, minute taking, circulation and generation of letters etc.

Support the procurement activities of the organisation by compiling office supplies, stationery and equipment needs

Collate and distribute minutes and information for meetings, and support day to day needs of the organisation as directed by members of the Senior Leadership Team.

Plan and co-ordinate meetings

Take minutes and co-ordinate internal and external meetings

Liaise with and make follow up calls with external stakeholders on behalf of the Senior Leadership Team

Responding to general enquiries

Copying, printing, laminating, collating, scanning, filing documents

Organize for refreshments during meetings, trainings and parties (both internal & external)

Arrange in house and external events e.g. meetings, support trainings, etc.

Compile and present statistical and budget related reports, maintain related databases

Manage the front desk and co-ordinate the reception of visitors at the office premises

General administration support

 

Day to day tasks as per the Senior Leadership Team requests

Sending out orders and receiving goods

Maintain records of stationery orders and inventory/supplies and follow up with service providers.

Manage the stores by ensuring the items in storage are secure and accurately keep track of inflows and outflows of stock

Advise on the procurement of new stock based on the assessment of current stock levels

Disburse stationery and supplies to all users, including the field offices

Pick/ Deliver letters at the post office bi-weekly

Liaise with the HR team and maintain emergency contact list for all staff and volunteers

Support the auxiliary staff i.e. the outsourced security company and cleaner.

Be the focal person for Health & Safety and conduct health and safety checks

Support the Finance team to carry out asset verification

Keep track of utilities and organize for their timely payment

Process monthly staff airtime and internet data

Follow-up on building repairs and maintenance

Liaise with the HR team and service providers for the printing of staff cards and IDs.

Perform any other tasks assigned from time to time

JOB SPECIFICATIONS:

 

Education, Knowledge & Working experience

 

University Degree (Bachelors) in Administration.

Three to four years’ experience in an office setting, in a social work oriented environment

In-depth understanding of office management, office equipment and daily operations

Skills and Abilities

 

Excellent planning, organizational and communication skills

Good computer skills including Microsoft Word, Excel, PowerPoint

Proven ability to work as a member of a team and on your own

Good interpersonal skills and excellent ability to communicate

Ability to work independently and with minimal direction or supervision

Ability to show attention to detail and high degree of flexibility

Ability to work to tight deadlines and under pressure

Ability to accept constructive criticism and respond to it positively

Personal Attributes:

 

Outgoing and proactive personality

Personal effectiveness and credibility.

Keen attention to detail and ability to keep records and files organized.

Competent collaborator and skilled cross-functional communicator.

Strong time manager with respect for deadlines.

Decisive and critical thinker.

Commitment to the wellbeing of children and promoting child protection

Excellent command of the English language, both written and spoken

 

How to apply:

 

Send your updated application letter and CV ONLY by email. Only shortlisted candidates will be contacted.

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