Summary
Date Posted: Tuesday, July 25 2023, Base Salary: Not Disclosed

JOB DETAILS:
Purpose of the position:
The Programme Support Assistance will provide administrative support to ensure efficient operation of the Office. The holder of the role will support managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. He/she must be familiar with a variety of the fields concepts, practices and procedures. Ability to effectively communicate via phone and email ensuring that all administrative duties are completed accurately and delivered with high quality and in a timely manner. He/she may direct and lead the work of others, rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude expected.

Key Outputs/Responsibilities.
General Office and administrative management.
• Maintain office key logs and ensures office premises are safe; secures office keys and allocates them to staff keeping copies of each set of keys.
• Develop and maintain a filing system and carry out administrative duties such as filing, typing, copying, binding, scanning etc.
• Order office supplies and ensure there is adequate refreshments and cleaning supplies and office materials.
• Track and ensure timely payment of utility bills
• Ensure offices premises and surroundings are cleaned on a daily basis
• Organize and schedule meetings and appointments.
• Produce and distribute correspondence memos, letters and other forms and ensure soft copy documents are backed weekly.
• Book travel arrangements and hotels for World Vision employees visiting the area location.
• Provide general support to visitors.
• Provide logistical support and back up in the planning of meetings and workshops.
• Provide information by answering questions and requests.

Store Management System.
• Ensure items are Verified/ Approved before receiving in the stores and issuing out.
• Maintain a clean and arrange items neatly in the store.
• Monitoring the security of the store by not having un authorized personnel’s accessing it.
• Ensure to update the bin/ stock cards daily.
• Ensure to use First in first out / Last in first out method to avoid items expiring in the store.
• Conduct Weekly/monthly Stores inspection.

Petty Cash Management.
• Ensure timely replenishment of petty cash according to the organisation guidelines and policy.
• Ensure monthly submission of petty cash count Certificates.
• Conduct daily Cash count, while ensuring verification forms are signed and properly filled for accountability purposes.
• Ensure 100% petty cash vouchers are signed and approved before pay out.

Asset Management.
• Maintain asset registers (a data base of office assets).
• Ensure routine service of office machinery and assets.
• People management.
• Provide supervision to the Office Assistant.

Qualifications: Education/Knowledge/Technical Skills and Experience.
• This position requires at least 2years of experience working in similar role, preferably in fragile contexts.
• Knowledge of basic computer skills especially in Micro soft, Word, Excel, power point and Internet packages.
• Have customer care experience.
• Effective in written and verbal communication in English.
• Experience working in refugee response operations and any similar context.
• The holder of this position should have a minimum diploma Business administration, office management, international relations, social sciences or related disciplines.
• Ability to communicate well with all at all levels.
• Have Excellent interpersonal and problem solving skills
• Be able to Priority set and multi-task when there is need.
• Good time management.
• Must be able to write good reports and provide timely feedback to the staff.
• Effective in written and verbal communication in English.
• Must be a committed Christian, able to stand above denominational diversities. Willing to attend and participate/lead in daily devotions and weekly Chapel services.
• Fluency in English both spoken and written and knowledge of one of the local language (Kiswahili, Rutoro, Ruyankole and Rukyiga) spoken in the area is an added advantage.


Work Hours: 8

Experience in Months: 24

Level of Education: Associate Degree

Job application procedure

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