Key Responsibilities:
1. Office Management:
• Manage day-to-day office operations, including maintaining office supplies and equipment.
• Ensure the office environment is clean, organized, and conducive to productivity.
• Handle incoming and outgoing correspondence, including mail, emails, and phone calls.
2. Administrative Support:
• Provide administrative support to the Executive Director, Program Manager, and other staff as needed.
• Schedule and coordinate meetings, appointments, and events, including preparing agendas and taking minutes.
• Maintain and update organizational files, records, and databases.
3. Communication and Coordination:
• Serve as the first point of contact for visitors, partners, and stakeholders.
• Coordinate communication between staff, partners, and external stakeholders.
• Draft and edit letters, reports, and other documents as required.
4. Program Support:
• Assist in the preparation and distribution of program materials and reports.
• Support the planning and execution of program activities, workshops, and events.
• Maintain program records and ensure they are up-to-date and accurate.
5. Financial and Logistics Support:
• Assist in the preparation of financial documents, such as invoices and expense reports.
• Support the procurement process by obtaining quotes and maintaining supplier records.
• Coordinate travel arrangements and logistics for staff and visitors.
6. Other Duties:
• Perform other administrative tasks as assigned by the Executive Director or Program Manager.
• Support the organization’s communication efforts by assisting with newsletters, social media, and website updates.
Qualifications and Experience:
• Degree Diploma in Business Administration, Office Management, Records Management, or a related field.
• Minimum of 1 year of experience in an administrative or secretarial role, preferably in the non-profit sector.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management software.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Ability to work independently and as part of a team.
• Knowledge of youth development or community empowerment programs is an asset.
Key Competencies:
• Attention to detail and accuracy.
• Strong interpersonal and customer service skills.
• Ability to multitask and prioritize tasks effectively.
• Cultural sensitivity and ability to work in a multicultural environment.
• Proactive and solution-oriented approach to work.
How to Apply:
CLICK HERE TO APPLY
Interested candidates should submit their CV and a cover letter by 21.03.2025 Please include “Administrative Secretary Application” in the subject line.
Note: Only shortlisted candidates will be contacted for interviews. Topowa Youth Mentoring Uganda is an equal opportunity employer and encourages applications from qualified individuals regardless of gender, ethnicity, or disability.