DPF Administrative Assistant Jobs in Uganda

DPF Administrative Assistant Jobs in Uganda


Job Purpose

  • The incumbent will be required to both take direction and work intuitively to support the completion of the Fund’s goals and objectives in a professionally and culturally appropriate manner.

    Responsibilities

  • Coordinate the Fund’s administrative activities in an effective, up to date, and accurate manner.

  • Perform administrative and clerical support to the assigned department in accomplishing their roles and responsibilities.

  • Serve as the coordinator of the assigned department’s information, reporting, and communication strategies and activities.

    Duties

  • Handles office tasks, such as filing, generating reports and presentations, setting up for meetings, and reordering supplies.

  • Provides real-time scheduling support by booking appointments and preventing conflicts.

  • Makes travel arrangements, such as booking flights, cars, and making hotel and restaurant reservations.

  • Screens phone calls and routing callers to the appropriate party.

  • Performs general accounting and bookkeeping duties.

  • Uses computers to generate reports, transcribe minutes from meetings, create presentations, and conduct research.

  • Warmly receives and assists visitors.

  • Handles incoming and outgoing correspondences.

  • Maintains polite and professional communication via phone, e-mail, and mail.

  • Anticipates the needs of others in order to ensure their seamless and positive experience.

  • Maintains a proper and user-friendly filing and document control system for recording and tracking of all documents.

  • Keeps stock of stationery supplies for the department.

  • Puts up purchase requests for all approved purchases for the necessary approvals and verify invoices for the raised purchases upon delivery of goods and services.

  • Creates and maintain useful databases for the department.

  • Assists the department head to maintain proper attendance and tracking report for the Dept.

  • Suggests changes to office task workflow to improve efficiency.

  • Runs out-of-office errands for executives.

  • Ensures office is always kept clean and organized.

  • Performs other work-related duties as assigned, within your scope of practice.

    Expected Output

  • Positive and excellent customer experience.

  • Efficient and timely services and transmittal of correspondences.

  • Impeccably and professionally managed reception area.

  • A comprehensive and up-to-date telephone directory.

  • Updated weekly calendar of the Fund’s activities.

    Competencies

    Technical Competencies

  • Excellent customer care skills.

  • Good standard command of spoken and
    written English.

  • Records management.

  • Professional telephone etiquette.

  • Competency in Microsoft applications including Word, Excel, and Outlook.

    Behavioral Competencies

  • Accountability and Dependability Takes personal responsibility for the quality and timeliness of work and achieves results with little oversight.

  • Transparency and Integrity Earns others’ trust and respect through consistent honesty and professionalism in all interactions.

  • Team Spirit and Collaboration Promotes cooperation and commitment within the team to achieve the Fund’s organizational goals and deliverables. Builds constructive working relationships characterized by a high level of acceptance, cooperation, and mutual respect

  • Adaptability and Flexibility Adapts to changing needs, conditions, and work responsibilities.

  • Self-Management and Thoroughness effectively manage own time, priorities, and resources to achieve goals. Ensures that work is complete and accurate and independently follows up with others to ensure that agreements and commitments have been fulfilled.

  • Communication Shares and receives information using clear oral, written and interpersonal communication skills.

  • Stress Tolerance and Tact Maintains composure in highly stressful or adverse situations, diplomatically handles challenging or tense interpersonal situations.

  • Employee Engagement and Enthusiasm
    Demonstrates commitment to the job, colleagues, the Fund and its mission by acting in ways that further the accomplishment of its goals.

    Minimum Qualifications and Experience

  • A first-class or upper second-class bachelor’s degree in secretarial studies, office administration or related field, from an accredited institution, is essential.

  • 3+ years’ work experience as an Administrative Assistant in a busy organization is essential.

  • Certified Administrative Professional (CAP) certification or related professional certification is desired.

  • Demonstrated proficiency of MS office packages is desirable

    How to Apply

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


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