Vacancy title:
Administrative Assistant

Jobs at:
Kabarole Research & Resource Center (KRC)

Deadline of this Job:
Monday 23rd day of July 2018 (5:00pm)

Duty Station:
Kabalore, Uganda

JOB DETAILS:
Reporting: Programme Manager

Other key working relationships

• Accountant
  
• Head of Unit- FAGRIB UNIT
  
• M&E advisor

Job Location

Rwamwanja Refugee Settlement in Kamwenge and Kyaka II Refugee Settlement in Kyegegwa

Contract Length: 1 year (renewable annually based on performance)

Background
Kabarole Research and Resource Centre (KRC) is a well-established NGO operating in the Rwenzori Region1 of Western Uganda. It was founded in 1996 with a research mission and a long-term commitment to understanding the measures and drivers of poverty and its solutions. KRC with support from WFP has since 2016 been working with refugees and host communities in Rwamwanja, Kamwenge District and Kyangwali, Hoima District of Western Uganda to implement the Agriculture Market Support (AMS) program with an aim of strengthening capacities of the smallholder farmers to transform their subsistence agriculture into commercial production.This program achieved great milestone in terms of post harvest handling and access to micofinace.

It’s from this background that KRC is now planning together with WFP to implement a 3 years AMS program in Kyaka II and Rwamwanja Refugee Settlements in Kyegegwa and Kamwange District respectively. The programme aims at 1) strengthening capacities of the smallholder farmers to transform their subsistence agriculture into commercial production 2) increasing farmers access to Government programmes 3) Strengthening farmers institutions in marketing and finance access and 4) Building partnerships with Local Governments, private sector and international agencies to improve service delivery.

KRC is now inviting applications from competent, dynamic and qualified Ugandans willing to work in the Refugee Settlements and host communities in Kamwenge and Kyegegwa Districts to fill the position of an Administrative Assistant.

Job Summary
The Administrative Assistant will provide secretarial, administrative and accounting services to KRC field offices in Kyaka II and Rwamwanja refugee settlements in Kyegegwa and Kamwenge Districts respectively.

Job Responsibilities
A) Administration Tasks

• Carry out general secretarial duties including minute taking, and circulating/follow up on relevant actions.
  
• Organize and maintain the office diary of schedules and make arrangements for meetings.
  
• Maintain oral communication with visitors, and all members of the unit and the stakeholders when requested and authorized by the responsible officer.
  
• Maintain filing systems for incoming and out-going mails of both confidential and routine correspondence.
  
• Tasked with maintaining proper storage and safety of administrative files to ensure that documents are rightly arranged filed and are without errors.
  
• Draft correspondence as required by the supervisor.
  
• Perform any other official duties assigned by the Supervisor.

B) Accounting Tasks

• Prepare vouchers and requisitions on a weekly basis
  
• Filling all project financial documents
  
• Check the requisitions and vouchers to ensure completeness on a weekly basis
  o File the vouchers and requisitions on a weekly basis
  o Update the fuel database
  o Check completeness of fuel orders on a daily basis
  o Update the fuel database on a daily basis
  
• Review logbooks on a weekly basis
• Validate and reconcile fuel invoices from the service provider with fuel system reports on a monthly basis
  
• Track accountabilities and ensure that staff have accounted on time on weekly basis
  
• Track and record administrative costs and expenses on weekly basis
  
• Monitor asset usage and movements
  
• Manage stores and stock records
  
• Submit filled asset registers, transport reports, stock records and cash advance reports on monthly basis
  
• Prepare and submit monthly, quarterly and annual financial project reports to responsible offices

Qualifications
Excellent academic background with a degree in Business Administration, Accounting, Commerce or any other related field in a recognized University. Certificate in office administration and management is an added advantage.

Experience
Minimum of 3 years of progressive experience in administration, transport management and accounting. Should have demonstrated knowledge of Uganda’s refugee and host community context

Job application procedure
Application should be sent to the Human Resource Manager, Kabarole Research & Resource Center, Plot 28, Mugurusi Road, P.O Box 782, Fort-Portal and should include the following documentation:

• A complete and signed application letter
  
• A curriculum Vitae / Resume
  
• Copies of academic Transcripts
  
• Names, contact numbers and addresses of three (3) professional references.

Closing Date
The application MUST reach Kabarole Research & Resource Center (KRC) office by close of business Monday 23rd day of July 2018 (5:00pm) through hand delivery, post office or by email to humanresource@krcug.org . Applications sent through other e-mails other than the one indicated in this job advert shall not be considered.