POSITION TITLE: Administrative Assistants
DATE: February, 2018
WORK STATION: Tororo
RESPONSBILE TO: Accountant
STATUS: Full time
Background of the Give Us Wings:
Give Us Wings Uganda (GUWU) is an independent organization founded in 1999. GUWU currently works to socially and economically advance poor and vulnerable communities in Eastern Uganda since 1999. GUWU was registered with the National NGO Board as an international NGO under Registration No. S5914/8796 in 2012. The GUWU country program focus is on three interrelated thematic areas namely; Entrepreneurship development, Health and Education. As a result of its recent strategic planning exercise, GUWU embarked on restructuring to realize a technical team that would effectively deliver on its 2018-2022 strategic plan.
With an envisioning of an empowered society exercising full potential and enjoying a fulfilled life, GUWU’s mission is to empower communities to sustainably advance through holistic development. We work with community groups to improve household incomes, parents to ensure children’s access to quality education as a right. GUWU further works to improve health standards of communities through its healthcare services. All these interventions are expected to benefit Tororo and neighbouring districts. The aim of all this is to ensure sustainable community transformation where outcomes and impact are clearly measurable.
GUWU wishes to recruit two administrative assistants. One will be stationed at the GUWU Secretariat while another will be at the GUWU St. John’s Kayoro Health centre II. Both will be directly answerable to the Accountant but under the overall guidance of the Africa Program Director. The overall purpose is to provide day to day support in the running of the administration of the organisation.
Duties and responsibilities:
Set up and maintenance of the office filing system in accordance with the internationally accepted standards of information management systems.
Opening new files as will be required and achieving the old ones.
Ensuring proper storage of information in the organization.
Rebuilding Villages and Restoring Hope in Uganda
Preparation of correspondences with other organizations as and when needed.
Receipt, registration, coding and maintenance of an organizational Management Information System in close collaboration with relevant staff.
Registration and dispatch of out-going communications including follow-ups as and when necessary.
Actively participate in departmental meetings.
Work cooperatively with the technical team and support team to ensure realization of organizational goals and objectives.
Maintenance of the organistion’s Asset register.
Perform clerical functions as will be seen fit by the immediate supervisor and the Africa Program Director.
Provide administrative support to all processes in the organization.
Ensure timely maintenance of equipment and other assts on the organisation.
Take charge and prepare rosters for travel activities in the organization.
Ensure availability of the office supplies at all times.
Manage the leave roster for all staff in the organization.
Work in collaboration with others to ensure compliance with GUWI, the donors and Government policy standards and regulations.
Develop monthly cash flow reports and submit to the Accountant in a timely manner.
Participate in the monthly, quarterly and annual planning and budgeting.
Take personal initiative in enhancing technical capacities in the area of jurisdiction.
Support the Records Assistant in building the Management Information System
Ensure maximization of the efficient utilization of available limited financial and other resources plus efficacy in addressing the needs of target communities and households as per the organisation’s mandate.
Carry out duties as will be assigned by the organisation’s accountant
Provide secretarial services to the weekly staff meetings.
Exhibit GUWU core values and working principles at all times.
Required educational standard, Professional abilities, Skills and Knowledge:
A degree or diploma in any of the relevant fields (Secretarial Studies or Business Administration).
Two and more years of experience in administrative or secretarial work. Experience with international NGOs will be a key requirement.
Good understanding of Management Information Systems.
Experience working with donors and other organizational supporters.
Ability to promptly respond to issues and multiple demands.
Ability to work in a busy environment and pay attention to details.
Positive public relations and effective inter-personal skills.
Rebuilding Villages and Restoring Hope in Uganda
Excellent computer skills in Word processing, MS Excel, and Access is a must.
Good command of English and any of the local languages.
Contact Address of GUWU: To apply, please submit your application letter, Curriculum Vitae and copies of your academic certificates via email to: email@example.com, or drop your typed application to the following address:
The Head of Human Resource Management and Organizational Effectiveness
Give Us Wings Uganda, Plot 21 Tensing Road, P. O. Box 108, Tororo – Uganda
Closing Date is 5:00PM on the 16th March, 2018
GUWU is an equal opportunities organization which welcomes applications from all qualified professionals irrespective of gender, nationality or race.
Only qualified short listed candidates will be contacted for interviews. Any canvassing for special favours will lead to automatic disqualification.