Summary
Date Posted: Saturday, December 28 2024, Base Salary: Not Disclosed

JOB DETAILS:
Job Summary
The Administrative Assistant will manage front desk operations, provide secretarial and administrative support, and oversee office organization and maintenance. The role also involves safeguarding practices for children and visitors, ensuring a safe, organized, and professional environment.

Key Roles and Responsibilities
1. Managing Front Desk Operations:
• Respond to general phone inquiries in a professional and courteous manner.
• Direct inquiries to appropriate staff and reply to general information requests.
• Greet clients, suppliers, and visitors professionally and ensure they are assisted appropriately.
• Manage courier deliveries and ensure their accurate distribution.
• Maintain an updated office telephone directory.
2. Providing General Office Administrative Support:
• Procure project investment items and office requirements following organizational policies.
• Manage petty cash, submit accountabilities to the finance department, and adhere to financial procedures.
• Maintain and update office inventory, ensuring all equipment and furniture are in good working condition.
• Organize travel, meetings, and other logistical arrangements for staff.
• Ensure proper coding, filing, and backup of office materials and electronic files.
• Manage office supplies, ensuring sufficient stock of stationery, cleaning materials, and other essentials.
• Support the organization of special functions, meetings, and workshops.
3. Coordinating Secretarial Services:
• Prepare important communications, meeting agendas, and minutes.
• Issue notices and reminders for appointments and meetings.
4. Ensuring High Standards of Efficiency and Organization:
• Supervise the Office Assistant, driver, and security team, ensuring high performance and cleanliness.
• Regularly assess the office environment and propose improvements for cleanliness and functionality.
• Ensure compliance with administrative practices and recommend upgrades as needed.
5. Safeguarding:
• Promote and uphold safeguarding practices for children and visitors in all office operations.

Qualifications and Experience:
• Education: Degree in Social Sciences, Human Resources, or a related field.
• Experience: At least 2 years in a similar role, preferably with NGOs.
• Skills: Strong organizational and time management skills, proficiency in English, and ability to manage multiple tasks efficiently.

Work Hours: 8

Experience in Months: 24

Level of Education: Bachelor Degree

Job application procedure
Interested in applying for this job? Click here to submit your application now.
• All applications must be submitted electronically as a single PDF document not exceeding eight pages
• Application Deadline: 6th January 2025
Subject Line: Indicate the Position and Location
• Include in your application letter:
• Gross salary request.
• Contact details (email and phone) of three professional referees.
• Note: Late applications or those submitted as images will be disqualified. If you do not hear from SOS Uganda by 28th February 2025, consider your application unsuccessful.
• For assistance in preparing your CV or cover letter, feel free to reach out!

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