Vacancy title:
Administrative Assistant Country Office

Jobs at:
GIZ

Deadline of this Job:
not later than 30th November 2017.

Duty Station:
Kampala, Uganda

Job details:
Post: Administrative Assistant Country Office
Reports to: Head of facilities and Services

Responsibilities
The Administrative Assistant is responsible for:

• Assisting with the maintenance & management of the office facilities/services and Logistics Tasks Office facilities and services
• Manages and updates immigration tracker and advise on need for renewal of work permits etc
•  Prepares and updates office inventory records plus maintaining of the office stationery stock
• Responsible for maintaining the archives
• Ensures office areas/compound are up to the required standards of cleanliness, health and safety
• Logs and reports faults on facilities/equipment and arrange their repairs
•  Supervises all maintenance/repair works and ensures work is carried out in a timely manner and to highest ievel of quality service and ensure value for money
•  Maintains a tracker for office service requests eg transport. repairs etc. and follows up on required actions to minimize downtime on facilities and services
•  Report any potential health and safety hazards to the Head of Facilities and Services
• Regularly updates the fuel consumption Log of all office vehicles & conducts weekly checks of the logbooks of all office vehicles

Documentation

• Creates and/or updates-paper and electronic files for the department ensuring easy retrieval of documents in line with GIZ filing guidelines
• Ensures department files are appropriately labelled according to GIZ filing system
• Ensures confidentiality of ail department documents
• Makes photocopies and scans documents as and when required
•  Registers incoming documents/packages and distributes to the respective projects
• Prepares documents for (payments, orders, receipts, payments, etc.)

Required qualifications, competences and experience
Qualifications .

• Diploma/Degree in Business Administration or any related field.

Professional experience

• At least 1-3 years‘ professional experience in a comparable position

Other knowledge, additional competences

• Good working knowledge of ITC technologies (related software, email, the internet) and computer applications (e.g. MS Office)
•  Very good written and oral knowledge of English
• Politeness, proactive & deadline driven

Job application procedure
All interested and qualified persons are strongly encouraged to apply by submitting their application and CV to the Human Resource department through recruitment-uganda@giz.de  not later than 30th November 2017.

Please note: Only those applications with the subject heading “Admin Assistant Country Office “will be accepted. Application and CV should he in one document.