Job Title: Administrative Assistant (US NGO Jobs)
Organisation: ALIGHT
Duty Station: Kyangwali, Uganda
Job Ref No: AA/10/2022
About US:
ALIGHT, formerly the American Refugee Committee (ARC), is an international non-profit, non-sectarian organization that has provided humanitarian assistance and training to millions of beneficiaries over the last 40 years. In 2011, Alight helped nearly 2.5 million people get essential services to regain their health and take back control of their lives. Alight works with its partners and constituencies to provide opportunities and expertise to communities of refugees and internally displaced persons in seven countries in Africa, Asia and Europe, including Iraq, Kosovo, and in the Darfur region of Sudan and is currently providing for emergency relief and recovery in Haiti. Alight provides shelter, clean water and sanitation, health care, skills training, microcredit education, protection to help survivors of war and natural disasters to rebuild their lives with dignity, health care, security and self-sufficiency.
Job Summary: Reporting to the Operations Officer, the Administrative Assistant will be will be responsible for providing general Administrative support at the field level to ensure that the office is running in a smooth and efficient manner. S/he will be responsible for managing the Office Store in line with Operations guidelines.
Key Duties and Responsibilities:
- Receive and attend to visitors with professionalism and good customer care.
- Prepare and send office correspondences as requested.
- Receive, record, sort and distribute all office correspondences (mail/deliveries and courier) on a daily basis.
- In collaboration with the Operations department, ensure the availability of necessary office supplies.
- Provide support to administrative and logistic arrangements of programme activities such as meetings, trainings and workshops etc.
- Carry out all administrative procedures relating to the role of Administration effectively and in a timely manner.
- Photocopy and file all field office documents as assigned.
- Ensure that the reception area and ensure that it has good ambiance on a daily basis by ensuring that it is tidy and presentable.
- Ensure that the reception area has all necessary stationery and material (e.g. pens, forms and brochures) available for both guests and ALIGHT Rwamwanja Operations.
- Record all office supplies’ movements in and out of stores, ensuring the stock cards are kept up-to-date.
- Compile quarterly needs for office supplies and submit to Operations Officer for onward approval and procurement.
- Produce monthly stock utilization report for office supplies for submission to the supervisor.
- Work closely with Operations Officer to ensure that the general office comfort items, garden / compound and sanitary supplies and materials are acquired timely, stocked and available for use by Incentive worker cleaners.
- Ensure that the correct authorization procedures at every step of the process are complied with i.e. documents signature, budget management, quality control for incoming goods and payments.
- Provide support to store keeping in the proper management of the stocks and the supply procedures.
- Monitor all movements of items in & out of the warehouse (stock cards, store ledger, electronic stock reporting).
- Support the monitoring of stock balances and advise the Program staffs on shortages according to minimum stock requirements.
- Assist in conducting monthly physical inventory of all stock inclusive of spare parts and consumable items.
- Assist in preparation of warehouse Stock tracking report and submit to operations on a monthly basis.
- Support in booking accommodation for all staff travelling to Rwamwanja Office from other Sites / Offices upon request from the Operations Officer.
- Ensure all invoices for accommodation, with supporting Travel Authorization Forms are forwarded to Finance Office for prompt settlement.
- Plan, organize and provide support in the preparation of events, trainings, workshops and meetings at ALIGHT Rwamwanja Field Office.
Qualifications, Skills and Experience:
- The applicant must hold a Bachelor’s degree in Business Administration, Commerce, Accounting or any relevant field.
- At least three (3) years of relevant working experience in a busy organization preferably in a humanitarian agency.
- Must have experience in stores management and logistics handling.
- High level of integrity and confidentiality.
- Excellent computer, writing and communication skills, including proven report writing skills.
- Good interpersonal skills.
- Ability to work in a team.
How to Apply:
All suitably qualified and interested applicants should apply online at the link below.
Deadline: 3rd November 2022 at 5:00pm