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3 Administrative Assistants job at African Initiatives For Relief & Development
Posted by: ugashare-Volunteer
Posted date: 2024-Dec-25
Location: Uganda
Vacancy title:
3 Administrative Assistants [ Type: FULL TIME , Industry: Nonprofit, and NGO , Category: Admin & Office ]
Jobs at: African Initiatives For Relief & Development
Deadline of this Job:
Wednesday, January 15 2025 Duty Station:
Within Uganda , Uganda, East Africa
Summary
Date Posted: Tuesday, December 24 2024, Base Salary: Not Disclosed Similar Jobs in Uganda
Learn more about African Initiatives For Relief & Development
African Initiatives For Relief & Development jobs in Uganda
JOB DETAILS:
The objective of this post is to ensure efficient daily operations, smooth coordination among departments, and effective site office administrative support.
Key Duties & Responsibilities
• Ensure the smooth functioning of office operations, including handling administrative tasks such as filing, record-keeping, and document management.
• Manage office supplies, ensuring timely replenishment without overstocking.
• Ensure all office equipment is operational and serviced regularly.
• Prioritize and complete administrative tasks on time, such as processing paperwork, managing communications, and handling inquiries.
• Assist in organizing meetings, events, and appointments efficiently, coordinating resources as needed.
• Ensure adherence to office policies, procedures, and timelines.
• Facilitate clear and timely communication between departments, staff, and external partners.
• Handle incoming and outgoing correspondence (email, phone, mail) promptly and accurately.
• Ensure smooth coordination of office activities and scheduling.
• Provide excellent customer service to internal and external clients, ensuring inquiries are addressed quickly and professionally.
• Serve as the point of contact for visitors and ensure their needs are met in a courteous manner.
• Resolve administrative issues and escalate problems when necessary to avoid disruptions.
• Maintain accurate and up-to-date records, both digital and physical, to ensure easy retrieval and secure storage of important documents.
• Regularly review and update filing systems for efficiency and accuracy.
• Provide administrative support to other team members, including preparation of travel authorizations and claims, preparing reports, and managing schedules as needed.
• Cross departmental assistance in managing administrative tasks from time to time.
• Identify areas for improving office processes and procedures to increase efficiency and reduce operational costs.
• Implement new tools or techniques to streamline administrative tasks introduced by the management.
• Actively seek feedback from staff and through management adjust office operations when needed.
• Provide administrative support for employee relations initiatives and assist in resolving minor HR issues through assisting in organizing employee engagement activities, helping to facilitate conflict resolution, and supporting HR Coordinator in handling employee complaints or concerns.
Requirements
• Bachelor’s degree in Business Administration/any other related Business Studies.
• At least 3 years working experience in office administration and employee relations management
Others/Extra Details
• Strong interpersonal and communication skills.
• High level of honesty and Integrity
• Attention to detail and accuracy
• Experience in the use of computers and office software packages (MS Word, Excel, etc.) and knowledge of spread sheet and database packages
• Ability to work under pressure with minimum supervision.
• Willingness to work in any part of the country
Work Hours: 8
Experience in Months: 36
Level of Education: Bachelor Degree Job application procedure
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