Job Title:Administrative Assistant
The Dispenser for Safe Water (DSW) Program
Min. years of experience:
2 years
Required languages:
English
Required IT skills:
MS Office (in general)
Minimum degree:
Diploma
For this position, we are seeking an Administrative Assistant who is motivated by the opportunity to expand a program with proven impact, potential to improve the health of millions and save thousands of lives. The Administrative Assistant will be based in IPA’s Kampala Office. He/She will play an important role in ensuring the day-to-day administration for activities and functions at DSW Uganda run smoothly. The Administrative Assistant will report to the Program Manager, based in Kampala. Occasional travel might be required to field offices.
Key Responsibilities
General Office Tasks:
1. Kampala office record keeping
2. Edit and Format Documents
3. Printing, Photocopying, Scanning
4. Ensure adequate office supplies at DSW Uganda field offices
Finances:
1. Support field offices in putting together finance requests and returns
2. Scan and back check all receipt submissions from field offices
3. Put together contractor payment requests when necessary
4. Organize and track vendor payments
Procurements:
1. Support field offices in procuring office supplies and services
2. Collect quotations and conduct necessary back-checks on chosen vendors
3. Set up and manage internal control systems, such as inventories, on office supplies and keep them updated
4. Set up a list of preferred suppliers
Logistics:
1. Support travel logistics of DSW Uganda Staff, DSW Kenya Staff and IPAU Staff (who are travelling to field sites)
2. Organize training and meeting venues as well as all materials necessary to support trainings
3. Keep records of when field office rent and utilities need to be paid and ensure these are made
Database Work:
1. Record keeping and scanning of paper survey forms from field offices
2. Data entry from paper survey forms, when required
Required Competencies and Attributes
o High level of organization, integrity and stewardship;
o Demonstrated financial integrity;
o Embraces team work;
o Self driven and highly motivated to deliver results within tight deadlines;
o Ability to communicate well within the organization;
o Excellent computer skills (MS Office) and comfort to advance the skills in a dynamic IT field;
o Positive attitude to work and to develop in a fast paced work environment;
o Passion to support the work going on in rural communities in Uganda.
Qualifications
o Minimum Diploma in management, Business Administration, project management, secretarial studies or equivalent;
o Proficient knowledge of Microsoft Word and Excel;
o Good language skills in English both spoken and written;
o 1-2 years experience working with social enterprises or NGOs;
DISCLAIMER: The above statements are intended to describe the general nature and level of the work being performed by Administrative Assistant. The statements are not intended to be an exhaustive list of all possible duties, tasks, and responsibilities. Management reserves the right to amend and change responsibilities to meet organizational needs as necessary. Please note that IPA will never request any form of payment from an applicant. Applicants are encouraged to confirm the information listed above with IPA prior to releasing any extensive personal information to the organization. IPA is an equal opportunity employer. Please direct questions to Astrid R.N. Haas, dsw.uganda@gmail.com
Contact/
How to apply:
Applications can be submitted via email to dsw.uganda@gmail.com with the subject line “Administrative Assistant ” Please attach the following documents:
• Cover letter explaining interest in the position and fit for the role
• CV/Resume
• Salary Expectations
Only short-listed candidates will be contacted by email for an interview.
More information on the Dispenser for Safe Water Program can be found at: http://poverty-action.org/safewater
Deadline: 15 /05 /2013