Administrative Assistant GOAL

The Administrative Assistant is responsible for providing support to the procurement and logistics department. S/he is to ensure that orders for goods and services are processed promptly and good value for money is obtained according to the existing GOAL Procurement Manual. S/he will also provide general administrative support.

1. A Front Desk Management
• Receive visitors to office in a professional manner.
• To ensure the outside reception area is kept clean and tidy

Liaise with logistics and drivers regarding travel arrangements as required.
• Processing visitors’ identification cards

2, Internal & External Communication
• To maintain a mail log recording all outgoing and incoming correspondence

3. Management of Front Office Stationery supplies
• Manage Front office stationery to ensure that stocks are maintained at adequate levels for the efficient running of the office.
• Place quantity orders for office supplies and ensure Order / Purchase Form is completed and submitted to.

4. E) Procurement Support
• Assist procurement department with the fulfilling of orders received including sending inquiry forms and sourcing quotations from pre-qualified suppliers.
• Assist with updating of procurement order tracking system (OTS).

Assist in developing tracker all for monthly payments under FWAs.
• Assist with scanning of procurement paperwork and ensuring comprehensive procurement records are maintained as per guidelines.

Provide administrative support to the Procurement team and where required prepare documentation for orders, including payment requisition forms etc.
• Assist in setting up inventory and maintenance list for all furniture and non-asset items in Kampala office
• Provide administrative support in preparing replacement and maintenance plan for any office inventory / furniture items.
• Ensure inventory list of fire extinguishers and first aid kits are kept and service plan in place
• Assist in booking of hotel accommodation booking and transport for GOAL staff and maintain tracker of booking request.

Requirements
• Minimum education requirement of a Diploma/Degree in any business-related course.
• 1 – 2 years NGO working experience in a similar role
• Knowledge in use of MS Office packages
• Basic procurement and logistics knowledge.
• Possess good communication skills
• Ability to prioritise different tasks in efficient manner
• Possess good interpersonal skills
• Flexible and hardworking
• Assertive but able to keep good relations