Summary
Date Posted: Tuesday, November 22, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
Main Purpose of the Job: The Administrative Assistant will take charge of the day today office administrative operations at TASO Regional Project and Cluster offices. He/she will provide and support on all administrative and other HR related issues.

Key Outputs
• Staff welfare, occupational health and safety ensured
• Staff leave schedules developed and timesheets monitored
• Documentation and proper records management ensured
• Secretarial services provided
• Logistical and administrative support
• Human resource information and administrative systems maintained
• Assets and inventory management ensured

Key Duties and Responsibilities
1. Promote health and safety at work place and ensure proper hygiene
2. Prepare staff medical insurance forms and follow up on medical cards
3. Ensure security of TASO Soroti regional Project and Cluster offices
4. Ensure effective utility management and prepare monthly and annual expense reports
5. Organize team building and stress management events for the project staff
6. Prepare annual leave schedule, track, generate, submit monthly returns and maintain an updated leave register quarterly
7. Review staff time sheets and follow up to ensure timely submission monthly
8. Review staff personnel files and ensure that they are well updated quarterly
9. Ensure documents are filed in time and track outwards documents
10. Open, sort, and screen in-coming mails to HR office
11. Distribute mail, and dispatch outgoing mails and personnel documents
12. Periodically monitor and update staff and community records with terrorism search quarterly
13. Draft and type correspondences/ other official documents
14. Support in preparing correspondence and other communication from the directorate as required
15. Ensure that all minutes are filled appropriately
16. Ensure adequate office supplies, office space and safe water facilities
17. Provide logistical support to the project team
18. Plan and track utilization of administrative resources and other office supplies to avoid wastage
19. Conduct stock taking of administrative resources, prepare expense and utilization reports on a monthly basis
20. Supervise renovations/ repairs and ensure that the project structures are well maintained monthly
21. Prepare administrative service contracts and ensure rentals are paid annually
22. Participate in the preparation of HR & Administration reports quarterly
23. Regularly update HR and administrative information in the Navision and generate periodic reports monthly
24. Monitor insurance schedules for assets and inventory and provide renewal scheduled to HQ in time annually
25. Track assets and inventory and ensure that their safety is maintained in the regional premises
26. Conduct assets and inventory verification exercises and submit verification reports in time quarterly

PERSON SPECIFICATIONS: Administrative Assistant
Minimum Academic Qualifications: Bachelors in Social Sciences, SWASA, Public Administration and
Development Studies. Related qualification in Fleet or Logistics Management will be an added advantage.

Additional Training
• Training in Public Administration OR Management Studies
• Finance for Non-Finance Managers
• Assets Management
• Contracts Management

Required Experience and Exposure: At least (3) years of administration work.
Key Skills: Administrative skills, Interpersonal skills, Communication skills and Computer skills
Other Qualities/Attributes: Integrity, Honest and Self-respect

Work Hours: 8

Experience in Months: 36

Level of Education: Bachelor Degree

Job application procedure
Only qualified candidates who meet all the above requirements are invited to submit their resume, copies of certified academic certificates, testimonials and three referees, two of who should be the present employer / immediate supervisor or last employer if unemployed, or any other if it is the first employment being applied for. None of the referees should be a relative, friend or business associate.
All referees’ designations should be stated and contact details included i.e. physical address, telephone/ mobile numbers and email contacts.
All interested Candidates MUST fully fill the TASO Online Job Application Form, scan and save all the relevant documents as one document (labeled with candidate’s full names) and forward only online applications with the relevant credentials to:
https://www.cognitoforms.com/TASO1/THEAIDSSUPPORTORGANISATIONTASO. 
Please visit the TASO Website at www.tasouganda.org  to access the detailed job advert. Also note that
only applications received online shall be considered.
* Closing Date: December 01, 2022 at 04:30 pm
While TASO appreciates all the interested applicants, only shortlisted candidates will be contacted for interviews.
In case you do not hear from TASO Uganda One (01) month after the closing date, please consider yourself unsuccessful.
*Please note that any form of canvassing will lead to automatic disqualification.


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