Administrative Assistant at Kilimo Trust

Job Title: Administrative Assistant Job
Grade: KT 6
Unit of Service: Human Resource & Admin
Reports To: Human Resource & Admin Manager
Duty Station: Kampala – Uganda
Employment Category: Contract

Purpose of the Job
To ensure delivery of friendly, efficient customer-oriented service by creating a warm and welcoming atmosphere for staff and guests and providing timely administrative support to the organization.

Responsibilities:
Front Office Management
• Managing of the reception function of the office phones, Incoming mails, and outgoing mails, deliveries, record management of each
• Maintain the general filing system and file all correspondence (Service Providers, Administration and Projects)
• Enhance the corporate image of Kilimo Trust through proper organization of the front office desk and office surroundings.

General Administration:
• Management of office administration, including office running cost, logistics, security, information management, Asset, record management and procurement.
• Ensures all services in the office are available (Water, utility, stationaries, generator, internet, phone e.tc)
• Ensure office remains stocked with office supplies and kitchen consumable, stock control and monitoring.
• Oversee the maintenance, repair, and cleanliness of the office premises, ensuring that any needed maintenance is dealt with.
• Make logistical arrangements including flights reservations, hotel and vehicle arrangement for staff, visitors/partners, donors, consultants, volunteers, and interns.
• Provide support in procurement of goods and services for the Trust including stationery for country office.
• Prepare budgets for administration-related activities and assist in monitoring it to ensure no over expenditures.
• Responsible for organizing events and making relevant logistical arrangements.
• Responsible for Branding, all Printing Work and ensuring that KT Communication Guidelines are followed.
• Ensure all assets are well managed, secured and maintained at the office location.
• Monitor of the procurement plan and ensure timely purchasing of assets and different equipment
• Manage the prequalification process and manage the database for the prequalified service providers
• Manage the contracts and the relationship for the different service providers
• Responsible for receiving all IT related issues and forwarding them to the respective Service Providers

Competencies Required:
• Possessing the ability to multitask.
• Having Excellent typing skills-speed and accuracy.
• Being proficient in Microsoft office suite, including Outlook and other organizational tools
• Being organized and detail oriented.

Educational Qualifications and Experience Required:
• Degree in Business Administration, Accounting, Finance or Social sciences with 3-5 years’ relevant experience.
• Ability to work with others and to develop and maintain compatibility among project staff, subcontractors, and recipients of assistance.
• Demonstrated cultural sensitivity and sound understanding of the needs of key stakeholders.
• Works well under pressure and meets tight deadlines.
• Work independently with initiative to manage high volume workflow.
• Strong organizational skills and ability to prioritize and handle pressure situations.
• Handle quantitative information with accuracy and precision.
• Must exhibit high levels of professionalism, integrity, and ethical values at all times.
• Time management skills, both in planning and organizing work to meet deadlines.

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