Administrative Assistant NGO Jobs at African Initiative for Relief...

African Initiative for Relief & Development (AIRD)

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Kiryandongo

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Position: Administrative Assistant

Location: Kiryandongo

Deadline: 27th/10/2022

DESCRIPTION

To provide administrative support to the Accountant or Fin/ Admin Officer to ensure efficient operation of the of the Kiryandongo Medical warehouse office.

KEY DUTIES & RESPONSIBILITIES

• Ensuring that office Procedures are maintained in accordance to the project regulations & the staff contracts.

• Receive incoming letters and ensure the delivery and dispatch of external communications.

• Organize and maintain all relevant files or documents submitted to site office.

• Receive office guests and give necessary hospitality and assist in responding to their inquiries.

• Answer office land lines in communication from externals and manage the messages.

• Take / Prepare minutes of meetings and notes of workshops or other relevant meetings.

• Provides regular reports to the Fin/Admin Officer on matters related to Admin and ensure all admin reports are submitted to the relevant bodies in time.

• Ensure that all office equipment & other assets are kept in good working condition.

• Ensure Maintenance of filing system and keeps information confidential.

• Monitor and control stationery/ utilities utilization at all level and ensure that utilizations are at all times within allocated budgets.

• In consultation with Fin/Admin Officer, prepare staff leave plan and ensure it is followed, prepare and update leave tracker accurately, monitor Staff medical issues and advise the Fin/Admin Officer about annual leave balances.

• Distribute all communications to the staff, ensure they are correctly received and signed.

REQUIREMENTS

• A Diploma in Business Administration or any other business related field.

• 1-2 years of clerical, secretarial, or office experience.

OTHERS/EXTRA DETAILS

• Proficient computer skills, including Microsoft Office

• Strong verbal and written communication skills.

• Comfortable with routinely shifting demands

• High degree of attention to detail

• Data entry experience

• Working knowledge of general office equipment

• Strong interpersonal skills.

• Analytical and organized.

• Good reporting skills.

• High level of professionalism

• Ability to work under pressure with minimum supervision.

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