World Vision International

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Administrative Assistant

Job Description

Position: Administration Assistant

Report to: Senior Administration Officer

Location: Kampala - National Office

Purpose of the position:

To provide administrative support services to World Vision – Uganda and to facilitate in the conducive running of the administration systems at the national office in line with the WVU policies and procedures.

Key Outputs/Responsibilities.

Administration

  • In charge of Administration Stores, ensure stock cards are well maintained

  • Provide guidelines to staff and WVU visitors on Administration operations,

  • Allocation of office space to staff in consultation with supervisor

  • Represent the Organization with the service providers

  • Effective use of the administration activities work Plan

  • Preparation of Monthly Administration Reports to track activities in the department submitted within the set timelines

  • Maintain an up to date data base for small scale service providers, negotiate fair rates and prepare service Agreements

  • Maintain a proper Filing of all Administration records for reference purposes

  • Maintain the staff leave tracker for the team

Logistics Services

  • Generate requisitions for supplies and services on behalf of the administration department.

  • Receive, analyze and process services and supplies requisitions from other departments and projects to ensure timely delivery of services and items requested.

  • Process payment of outstanding Invoices in a timely manner to avoid any disconnections and meet our contractual obligation to the suppliers and service providers.

  • Ensure adequate stock of Administration routine user items and replenishment of all supplies are maintained at all times.

  • Assist in preparation for Administration meetings if called upon and take minutes of meeting and keep clear records of meetings;

  • Facilitate WVU International and Local Workshops and Events with support from Program Assistants

Facilitation of Expatriate Staff

  • Maintain a clear database to track International schools, manage and process payment of school fees on behalf of the expatriates. Ensure that renewals are made at the beginning of each school term.

  • Maintain a database and proper filling system to ensure that all WVU expatriates; have up to date documents during /for the rest of their contract period with WVU.

  • Immigration: Ensure work Permits, special passes, renewals and any other passes and documents necessary are timely processed as soon as a staff arrival in Uganda OR expiration of the existing document.

  • Accommodation: Search appropriate accommodation based on the staff’s budgets, ensure agreements (ref: Letter of appointment/secondment/email etc)

International & Local Air Travels

  • Have an up to date base for Air travel service providers,

  • Review Air travel forms and invoices of staff Ari travels before forwarding for authorization.

  • Facilitation of WVUG staff and other support offices where required with VISA processing and other requirements

  • Give adequate information/support on Air travels

Guest Relations

  • Maintain an up to date database (Soft copy) of all guests supported

  • Provide Support to the Division / Program Assistants in facilitation of these guests i.e. hotel reservations, confirmation of flight reservation among others

Communication Management of postpaid lines

  • Maintain an up to date soft database of all office communication lines in Kisozi

  • Ensure Invoices are fully verified before processing payments

  • Ensure postpaid Invoices are timely processed and payment followed up to avoid interruption of official communication

Office Security and Corporate Presentation

  • In charge of the security of all offices (Custodian of spare keys in the Key-Rack)

  • Ensure all offices and storage spaces are well locked before close of every business day

  • Recommend for disposal and or replacement of all assets that are obsolete or non-functional in the department

Hotel reservations processing and management

  • Negotiating annual frame work agreements with service providers

  • Requesting in PROVISION on behalf of Administration department

  • Order placement in line with approved and agreed guidelines

  • Managing and coordinating service delivery between WVU staff/guests and the hotel

  • Payment processing in line with set standards

Qualifications: Education/Knowledge/Technical Skills and Experience

  • Must possess a University degree in any Business discipline.

  • 2-3 years relevant experience in administration

  • He/she should be able to manage a team of staff as well as cooperate with other units.

  • He/she must be keen on details and well organized individual.

  • Must have basic knowledge in computer applications like MS Office.

  • Excellent communications skills in English, both oral and written

  • Excellent team player;

  • Should be knowledgeable, Optimistic, Determined and Engaging