Church World Service Administrative Assistant Jobs in Uganda

Church World Service Administrative Assistant Jobs in Uganda


Primary Purpose

  • This position is responsible for running and coordinating the day-to-day administrative duties of CWS RSC Africa’s office. This includes providing administrative support to senior managers and other units within the Administration Division and assisting in daily office needs.

    Supervision

  • This position directly reports to the Administration Supervisor.

    Essential Duties

  • Co-ordinates office activities and operations to secure efficiency and compliance to CWS RSC Africa policies and procedures.

  • Assists in administrative duties and HR duties as required by the HR management including
    supporting recruitment drives.

  • Receives and distributes monthly telecommunication Invoices to the staff who have
    exceeded their limits

  • Completes quality checks for logistics and communications suppliers on behalf of the Procurement Unit for payment processing by the Accounts department.

  • Completes Travel Expense Reports for Senior Management Team on completion of an official trip

  • Assists in preparing for high-level meetings e.g. PRM Partner's meetings. This includes
    organizing visitor's snacks/lunches as requested, and preparing materials and/or reports needed (if any).

  • Liaises with the Property Unit to ensure drivers are on stand-by to pick or drop visitors, staff, and/or equipment/supplies to various destinations as required.

  • Assists the Administration Supervisor in managing the Resource Centre ensuring that resources borrowed are returned on time.

  • Schedules meetings (including virtual meetings) and meeting rooms as required on the
    Outlook Calendars.

  • Works with the Receptionist to order and take stock of office supplies ensuring that there is
    always enough supply for refugee applicants and the smooth operation of the front office.

  • Continuously works on finding ways to improve administrative processes.

  • Maintains Office Management procedures including contact information, directions, and
    frequently requested organization information.

  • Performs other duties as assigned which are designed and developed to improve the operations of the CWS RSC Africa Office

    Qualifications:

    Education:

  • Bachelor’s degree in Business Administration or related field; or four (4) years of paid work
    experience in lieu of a Bachelor’s Degree is required.

    Experience:

  • Five (5) years of related work experience with increasing responsibilities is required.

  • Previous experience working with an
    International NGO is an added advantage

    Knowledge/Skills:

  • Demonstrated strong computer skills, especially MS-Word, Excel, and Outlook

  • Knowledge of office management systems and procedures

  • Demonstrated written and verbal English skills

  • Committed to and conform with the organization’s mission

    Abilities:

    The Administrative Assistant must have the ability to:

  • Communicate effectively both verbally and in writing.

  • Maintain the confidentiality and integrity of organization information.

  • Exercise good judgment and seek guidance as appropriate when confronted with unanticipated problems.

  • Effectively manage CWS RSC Africa’s resources.

  • Follow instructions from the Supervisor with a positive and receptive attitude.

  • Deal effectively and courteously with a large number of associates, outside agencies, refugees, and members of the general public.

  • Conduct oneself professionally and courteously to represent the best interests of RSC
    Africa and CWS/IRP.

  • Maintain a high-performance standard with attention to detail.

  • Carry out all of the duties of the position efficiently and effectively with minimal supervision.

  • Work independently and contribute to the overall operations of CWS Africa.

  • Take initiative in the development and completion of projects.

  • Lead others and address issues as they arise.

  • Maintain strict confidentiality with CWS Africa administrative and operational information.

  • Manage a large and diverse workload under pressure with competing priorities.

  • Analyze and solve complex problems and make sound decisions.

  • Work well as a team in a multi-cultural environment while maintaining a high level of
    motivation.

  • Manage large and diverse workload under pressure with competing priorities.

  • Actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).

    How to Apply

  • For more information and job application details, see; Church World Service Administrative Assistant Jobs in Uganda


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