Job Title: Administrative Assistant

Hebrew Immigration Aid Society (HIAS) protects refugees—including women and children, and ethnic, religious, and sexual minorities—whose lives are in danger for being who they are. Guided by our Jewish values and history, we help refugees rebuild their lives in safety and advocate to ensure that all displaced people are treated with dignity, regardless of ethnicity, religion, or place of birth.

Job Summary: The Administrative Assistant will be mainly responsible for maintenance of an efficient office support function, including but not limited to the petty cash management, procurement, mail, telephone and communication operations, transport services, travel arrangements for project staff visits. The incumbent will also be responsible for the smooth and effective running of administrative requirements of all project operations.

Key Duties and Responsibilities:

• Assist the Finance and Administration Assistant in activities relating to the fiscal and administrative management of the office;
• Responsible for front office/reception management: guide and welcome visitors, man telephones including email etc; respond to enquiries, take/relay messages;
• Ensure that the field offices run smoothly, specifically make timely purchases of stationery and other supplies in liaison with the Finance and Administration Assistant; assist in the handling of purchase requisitions, including obtaining quotations from vendors and process payments as required and assist in ensuring utility and statutory payments are up to date;
• Dispatch mail-postal or hand deliveries including shipments/courier of documents and track movement of documents in and out of the field offices;
• Perform general clerical duties to include but not limited to: photocopying, faxing, mailing and filing;
• Ensure maintenance of office equipment including computers, copier, vehicle, generator, telephone etc.
• The candidate will be the chief custodian of consumables and responsible for distribution to staff;
• Keep and update inventory listing;
• Process and manage petty cash;
• Make travel, meeting and other arrangements for staff including assisting in logistical support and other support to facilitate travel and maintaining database for vendors;
• Arrange local travels as required;
• Assistant Finance and Administration Assistant to prepare supportive documents for accounting and reporting purposes;
• Assist in preparation for meetings if called upon and take minutes of meeting and keep clear records of meetings;
• Directly supervise support staff and indirectly supervise external service providers; and
• Perform any other duties as required.

Qualifications, Skills and Experience:  

• The candidate should preferably hold a Bachelor’s degree in Business Administration, Development Studies, Bachelor of Commerce or any other relevant fields.
• Experience
• At least two years’ experience in an administrative position, including at least one year with an NGO setting.
• Past exposure and experience working with refugees a plus.

Languages: Proficiency in English and Swahili.

How to Apply for the job:

All suitably qualified applicants should send a cover letter and resume to the address below or hand deliver to HIAS Central Office Address: Church Road, Off Ggaba Road, Kansanga, P.O. Box 7626, Kampala – Uganda.

NB: Please clearly indicate “Administrative Assistant – Uganda” on the envelope with the applications. Only shortlisted candidates will be contacted.

Deadline: 29^th August, 2014

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