Administration Assistant - Hebrew Immigrant Aid Society (HIAS)
(Important Note - Position open to Ugandan nationals only)
The incumbent will perform the following functions:
• Support the Finance & Administration Officer in activities relating to the fiscal and administrative management of the office;
• Front office/reception management: guide and welcome visitors, man telephones including switchboard, mobile phones, fax, email etc., respond to enquiries, take/relay messages;
• Ensure that the office runs smoothly, specifically make timely purchases of stationery and other supplies in liaison with the Finance & Administration Officer; 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 shipment/courier of documents and track movement of documents in and out of the organization;
• 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;
• Custodian of consumables and responsible for distribution to staff;
• Keep and update inventory listing;
• Handle the petty cash;
• Make travel, meeting and other arrangements for staff including assisting in logistical support and other support to facilitate local and international travel including bookings, accommodation and visas and maintaining database for vendors;
• Arrange local and international travels as required;
• Assist Finance & Administration Officer to prepare supportive documents for accounting and reporting purposes;
• Assist in preparation for meetings if called upon and take minutes of meetings and keep clear records of meetings;
• Directly supervise a number of support staff and indirectly supervise external service providers; and
• Perform other duties as required.
Education – Advanced college diploma or University degree in administration, office management, front office management or related field.
Skills and competencies:
• Computer literacy a must: excellent working knowledge with email, WORD, ACCESS and EXCEL
• Secretarial qualification and bookkeeping skills
• Ability to multi task and assume unanticipated assignments;
• Excellent attention to detail and sound organizational skills;
• Strong interpersonal and communication skills
Experience
No less than 3 years previous job experience in an administrative position. Experience working in the NGO sector a plus.
Languages: Proficiency in English. Knowledge of Swahili and/French an added advantage
Important: Only shortlisted candidates will be contacted. Canvassing will lead to immediate disqualification. Late applications will not be considered
The incumbent will perform the following functions:
• Support the Finance & Administration Officer in activities relating to the fiscal and administrative management of the office;
• Front office/reception management: guide and welcome visitors, man telephones including switchboard, mobile phones, fax, email etc., respond to enquiries, take/relay messages;
• Ensure that the office runs smoothly, specifically make timely purchases of stationery and other supplies in liaison with the Finance & Administration Officer; 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 shipment/courier of documents and track movement of documents in and out of the organization;
• 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;
• Custodian of consumables and responsible for distribution to staff;
• Keep and update inventory listing;
• Handle the petty cash;
• Make travel, meeting and other arrangements for staff including assisting in logistical support and other support to facilitate local and international travel including bookings, accommodation and visas and maintaining database for vendors;
• Arrange local and international travels as required;
• Assist Finance & Administration Officer to prepare supportive documents for accounting and reporting purposes;
• Assist in preparation for meetings if called upon and take minutes of meetings and keep clear records of meetings;
• Directly supervise a number of support staff and indirectly supervise external service providers; and
• Perform other duties as required.
Education – Advanced college diploma or University degree in administration, office management, front office management or related field.
Skills and competencies:
• Computer literacy a must: excellent working knowledge with email, WORD, ACCESS and EXCEL
• Secretarial qualification and bookkeeping skills
• Ability to multi task and assume unanticipated assignments;
• Excellent attention to detail and sound organizational skills;
• Strong interpersonal and communication skills
Experience
No less than 3 years previous job experience in an administrative position. Experience working in the NGO sector a plus.
Languages: Proficiency in English. Knowledge of Swahili and/French an added advantage
How to apply
Please send a cover letter and resume to recruitment.hiaskenya@gmail.com Indicate Vacancy Notice No HRTK/UG/AA/11/01 in the subject line.Important: Only shortlisted candidates will be contacted. Canvassing will lead to immediate disqualification. Late applications will not be considered
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