Administrative Assistant at Lutheran World Foundation

Job Title: Administrative Assistant
Place of Assignment: Pader Sub Program
Reports to: Administrative Officer
Job Summary:
Under the guidance of the Administrative Officer, the Administrative Assistant professionally carries out Administrative activities professionally and monitors Administrative and office-related functions in a timely and efficient manner according to agreed LWF Uganda and donor guidelines in the designated Sub Program. .

Key Duties & Responsibilities:
• Ensures that the front-desk reception area is clean, tidy, and orderly and is adequately served during working hours by handling visitors professionally;
• Maintains a user-friendly directory of frequently used addresses and telephone contacts and maintains the visitors’ book and ensures it is readily available for use
• Files documents and correspondence in an orderly manner and ensures safe custody of confidential files as required;
• Advises the Administrative Officer of the need for office supplies;
• Receives, verifies and records office supplies procured and maintains accurate records of their issue or usage;
• Assists in preparing all necessary documentation for procurement of goods and services (i.e. procurement plan, supply requisitions, quotations, bid documents, agreements etc.) and ensures that timely payment is made to the suppliers after delivery of goods and services as specified in the LPO and/or contract;
• Carry’s out market survey of commonly used supplies and establishes supplier data base, maintains files of correspondences, reports and supporting documentation relating to procurements as evidence of compliance with the procurement procedures;
• Displays bulletins, notices and communications on the office notice boards as required;
• Oversees and monitors the proper use and maintenance of office facilities and equipment, and ensures availability of required consumable supplies and timely repairs of equipment;
• Arranges venues for meetings, workshops and related activities and takes minutes of proceedings when required to do so;
• Assists in supervising the guard/gardeners, office assistants and drivers, and ensures that they carry out their duties in accordance with their respective schedules;
• Undertake other related duties as may reasonably be assigned by the Supervisor

Job Skills : Not Specified

Education, Experience, Skills & Technical Competencies
• University Degree in Business Administration, Social Work, Social Sciences, Development Studies or other relevant field of study;
• At least 2 years’ experience in Administration
• Good Problem Solving, Decision Making, interpersonal, Communication and negotiation skills;
• Ability to work under pressure to meet tight deadlines;
• Ability to exercise sound judgment, to remain flexible and to make decisions independently.

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