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4 Administrative and Operations Assistant job at Pathfinder International
Posted by: ugashare-Volunteer
Posted date: 2025-Feb-15
Location: Uganda
Vacancy title:
4 Administrative and Operations Assistant [ Type: FULL TIME , Industry: Nonprofit, and NGO , Category: Admin & Office ]
Jobs at: Pathfinder International
Deadline of this Job:
Friday, February 28 2025 Duty Station:
Within Uganda , Uganda, East Africa
Summary
Date Posted: Friday, February 14 2025, Base Salary: Not Disclosed Similar Jobs in Uganda
Learn more about Pathfinder International
Pathfinder International jobs in Uganda
JOB DETAILS:
Job Purpose
This role is essential in providing administrative support, managing daily operations, and ensuring the efficient functioning of the office. The ideal candidate will possess strong organizational skills, excellent communication abilities, and a high level of professionalism.
Key Performance Areas
Major Activities / Responsibilities
Management of Reception area/front office
• Provide office administrative support to day-to-day office functioning, including ensuring proper functioning of all office support systems i.e. printer, photocopier, binder, telephone, etc.
• Receive and direct visitors at the reception and ensure they have been given the necessary assistance.
• Manage the Country Office switchboard – this includes answering, making telephone calls for staff and taking clear messages
• Ensure that the reception area is well maintained and kept orderly.
• Receive and sort mail and deliveries; keep records of outgoing letters and ensure use of the delivery book and dispatch outgoing pouches to other PI field offices.
• Ensure that newspapers have been supplied and are well maintained at the reception.
Petty cash management
• Maintain safe custody of the office petty cash
• Issue petty cash per approval
• Reconcile petty cash records on a daily basis
• Prepare for surprise petty cash count
• Prepare petty cash replenishment.
Office cleaning services
• Supervise the cleaning functions to keep the office premises clean and tidy, and specifically;
• Maintain interior plants and ensure that the tarmac and the outside porches are cleaned frequently so that mud is not brought into the buildings and generally keep the property in good condition.
• Supervise the cleaning of the compound, mowing and trimming of flowers and trees on the compound.
• Supervise the cleaning of floors, walls, doors, windows, ventilations and lavatory areas, as well as emptying of disposal bins while observing infection control protocol. Ensure that desks, chairs, computers, and other equipment on use by staff are cleaned and dusted to ensure that they are dust free and usable.
• Checking and supervising the cleaning the toilets and conducting regular inspection during the day, to ensure a general state of tidiness and hygiene to include replenishing the consumables like soap, Tissue Paper, etc.
• Ensure garbage is collected from office premises whenever due or at intervals as per contracted collectors. Supervise the services of garbage collectors and other external service providers and report any breach of contract on their part.
• Coordinate the preparation and serving of tea, water and foods to staff and visitors during meetings and events. At all times maintain high standards of hygiene and cleanliness in the preparation, handling and serving of tea, foods, drinks and other consumable items provided. Monitor the office water dispenser to ensure that it has adequate supplies and functioning normally
• To pay particular attention to the Kitchen, to include ensuring that all crockery, cutlery, glasses and any other utensils as required, are kept clean, polished and in a good and hygienic condition. Maintain records of such utensils and report any breakage or loss for ease of tracking.
Stores Management;
• receives equipment and supplies, takes stock records and reports, issues supplies, initiates purchase requests for store items. Receipt of procured goods, track movement/distribution
• Manages the dispatch of stores items. It is a Store Keeper’s responsibility to keep reminding requestors of the items or equipment to be dispatched. (equipment to the field.
General
• Manage and follow up office utilities (water, power). Ensure that the bills have been received and paid for promptly.
• Office opening and closing of office at prescribed time, including ensuring that all doors and window are locked and interior lights switched off (and security lights switched on) at the end of the day.
• Supporting to conduct CSI for program activities in her respective region.
• Performing any other duty assigned by supervisor.
Minimum Education and Work Experience
• Degree in Administration or its equivalent.
• Minimum of five years relevant work experience preferably in switchboard management.
• Must specify your preferred location/district for the position during application.
Minimally Required Job-Specific Competencies:
• Excellent interpersonal and communication skills and ability to relate to people of diverse backgrounds
• Ability to work well with others
• Ability to represent Pathfinder to visitors
• Good organizational and planning skills
• Ability to professionally handle stressful and difficult situations
• Competence in Microsoft Excel, Word, Power Point and Outlook.
• Self driven.
Minimally Required Organizational Competencies:
• Minimally Required Organizational Competencies:
• Organization, Planning and Multi-tasking: Advanced organizational and planning skills. Proven ability to set priorities, meet deadlines and multi-task with minimal supervision. Proven ability to coordinate activities.
• Self-Management and Teamwork: Ability to work independently or as a member of the team, ability to be detailed-oriented and consistently accurate, ability to manage stress effectively in a fast-paced environment, and ability to quickly learn new systems, processes and procedures and adapt local practices to global standards.
• Confidentiality: Proven ability to maintain confidentiality on work-related issues.
• Safeguarding and Protection
Work Hours: 8
Experience in Months: 60
Level of Education: Bachelor Degree Job application procedure
Interested and qualified, Click here to apply.
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