Vacancy title:
Office Administrator

Jobs at:

Deadline of this Job:
Friday, April 14 2023 

Summary
Date Posted: Friday, April 14 2023, Base Salary: Not Disclosed

JOB DETAILS:
Location: Kampala
About IGREC
IGREC is an independent center for research and policy evaluation based in Uganda. We use rigorous research and evaluation techniques to discover, promote and test effective solutions to dynamic world problems as well as creating a global linkage between researchers and decision-makers to design, evaluate, and define possible and cost effective solutions to existing development problems.
IGREC operates under the regime and with approval of an Institutional Review Board under the Uganda Council for Science and Technology (UNCST) and adheres to the highest ethical standards for conducting research studies. IGREC requires the services of a dedicated, competent, innovative and result oriented individual of employment on contact basis for the post below;
Learn more about our mission and values at www.igrec.org

Main purpose of the Job
The Administrative Assistant with take charge of the day to day office administrative operations of IGREC office. He/she will provide and support on all administrative and other related HR issues.

Key Duties and Responsibilities
• Promote health and safety at work place and ensure hygiene
• Welcomes all IGREC guests and determine nature and purpose of visit and direct or escort them to specific destination
• Manage and supervise office personnel such as office attendant, security guard.
• Ensure effective utility management and prepare monthly and annual expenses report
• Ensure security of IGREC offices and equipment
• Prepare annual leave schedule, generate, track and submit monthly returns and maintain an updated leave register quarterly
• Review staff timesheets and follow-up to ensure timely monthly submissions.
• Review staff personnel files and ensure they are well updated quarterly
• Ensure documents are filed in time and track outwards documents
• Open, sort, screen incoming mails and distribute /dispatch outgoing mails and personnel documents
• Draft and type correspondences and other official documents
• Support in preparing correspondences and other communication from IGREC offices
• Ensure that all minutes are filled appropriately
• Receive and record receipts of service
• Ensure adequate office supplies, space and water
• Plan and track utilization of administrative resources and other office supplies to avoid wastage
• Provide logistical support to project teams
• Supervise renovations / repairs and ensure that IGREC offices are well maintained monthly
• Prepare administrative service contracts and ensure rentals are paid monthly
• Participate in the preparation of operations and administrative reports quarterly
• Conduct assets and inventory verification exercises, ensure safety is maintained and submit quarterly reports in time.

Key Skills:
• Managing processes
• Developing standards
• Promoting process development
• Staffing
• Supervision
• Reporting skills
• Inventory control
• Supply management

Education and experience
• Bachelors in Social Sciences, SWASWA, business Administration, Public administration and development studies.
• 2-3 years ‘management experience in an office setting
• Proficient with Microsoft Office software and phone systems

Location
This position is based in Kampala head office.

Start date
There is preference for candidates that can start immediately.

Work Authorization
IGREC will not sponsor employment visa for non-Ugandans for this position; we will prioritize candidates who do not require work permit to work in Uganda.

Compensation
Compensation and benefits are commensurate with the qualifications and experience IGREC is hiring for and competitive within Uganda. Other benefits IGREC staff will include health insurance, sick leave and more.


Work Hours: 8

Experience in Months: 36

Level of Education: Bachelor Degree

Job application procedure
Please send your application to careers@igrec-ug.org  with a cover letter. Attach your updated CV and relevant education and professional documents.
Please ensure that your CV includes relevant professional and personal experience and details on academic qualifications. CVs can range from one to two pages. Please note that headshot photographs, parental information, birth dates, marital status and other personal information not relevant to the application do need to be included in your CV.
Closing Date: 30th April 2023 5:00pm
While IGREC appreciate all the interested applicants, only shortlisted candidates will be contacted for interviews. In case you do not hear from IGREC one (1) month after the closing date, please consider yourself unsuccessful.
Please note that any form of canvasing will lead to automatic disqualification.Any queries should be directed to careers@igrec-ug.org

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