Administrative Assistant Job Vacancy at TechnoServe

Job Title:         Administrative Assistant
Employer: TechnoServe (TNS)
Location: Kampala, Uganda

Duties:  
Administrative Support:
Prepare documents and assist the CM to keep an accurate and organized filing system
Support the CM in organizing in-house and external meetings
Documents, minutes, memos, letters and presentations, as requested
Prepare the CM’s expenses and travel advance requests/authorizations
Support travel arrangements for the CM
Front Desk Activities:
Handle incoming telephone calls and visitors; screen and redirect where appropriate
Assist in photocopying, faxing and filling
Maintain inventory of office supplies and re-order when required
Assure the confidentiality of dispatches delivered or received and that all such dispatches are recorded correctly
Receive deliveries, ensure that items are checked and quantities confirmed as needed under the direction of the supervisor
Office and Staff:
Coordinate office maintenance and repair work
Arrange for the repair and maintenance of office equipment as directed
Ensure a clean and presentable office environment
Supervise the office assistant and cleaning team to ensure their work is done on time
Ensure that standard office refreshments, teas, the water dispenser and other refreshments as may be required from time to time are available for the entire office
Finance Support:
Prepare memos for payment of service providers under instruction from the supervisor
Receive invoices, record them and forward them to Operations for processing
Distribute cheques to vendors
Transport and Accommodation:
Handle all travel arrangements and movements for the Kampala office staff and guests, including booking of tickets, vehicle hire, airport pickups and drop offs under clear directives from the Procurement and Logistics Officer
Responsible for the booking of accommodation for staff and guests with preferred TechnoServe hotels or other recommended service providers
Perform any other duties as assigned by the supervisor.

Education:
The ideal candidate for the Administrative Assistant job placement at TechnoServe (TNS) should preferably hold a Bachelor’s Degree or Diploma in a relevant field

Experience
One year of Office administration experience for Degree holders and two years for Diploma holders
Fluent in both spoken and written English

Personal Competencies
Computer Literacy: Demonstrates knowledge and ability to use specific computer programs or applications for own functional area. Has the ability to improve performance by integrating new and existing technology into the workplace.
Innovative Mindset: Curious inquiries, asks questions and seeks out information from multiple sources, learns from mistakes, sees change as an opportunity.
Internal Client Focus: Client Focus is based on the ability to understand the client’s needs and concerns in the short to long-term and to provide sound recommendations and/or solutions.
Compliance & Governance: Compliance with and knowledge of company policies, applicable legislation, grant requirements, donor contracts, the local labor code and tax laws.

How to Apply:
All suitably qualified and interested candidates should send a cover letter and resume (CV) via Email only to the Human Resources Manager: ug-jobs@tns.org. Please clearly indicate the position you are applying for in the subject line of your email and on the application letter.

Deadline: 21st July 2017