Home Jobs in Uganda - November 2022 Administrative Assistant – CESVI

Administrative Assistant – CESVI

The purpose of the position is to support CESVI Kampala staff in their daily administrative and logistics duties to ensure CESVI projects receive adequate support in respect to CESVI internal procedures and Donors’ guidelines.

KEY RESPONSIBILITIES:

I. Office management

• Support the Kampala office team in their daily duties including the CA, the accountant and the logistician;

• Support the accountant and the logistician in ensuring proper management of the Kampala office including monthly cash forecasting, ensuring all payments/bills are correct and making standard utility and stationary payments.

II. Human Resource Management

• Support CESVI Kampala team in the following tasks:

• Maintain and keep updated staff personal files and be responsible for confidentiality of related information;

• Ensure that salaries, NSSF and PAYE are paid on time;

• Support in the renewal of work permit/visas/insurance for the staff;

III. Administrative management

• Support CESVI accountant in:

• Maintaining up dated administrative files;

• Verifying supporting documents from the field and photocopying all the accountability documents;

• Periodically file all the expenses;

• Prepare payment vouchers, cheques and EFT forms;

• Make copies of all signed cheques, these will then be attached to the payment vouchers;

• Assist auditors during the Audit exercise;

• Collect all the project expenditures from the field;

• Assist CESVI team in the working relationships with the suppliers, in particular with deadline of contracts and making sure that suppliers meet all terms of contracts;

• Execute any other duties as assigned to you by your supervisor; IV. Logistics/Administrative management

• Support CESVI logistician in:

• Reviewing both vehicle and motorcycle log books from the field at the month end and generate usage reports;

• Ensuring timely supply of office needs and other purchases at fair prices and of the right quality and quantity;

• Ensuring that proper documents pertaining to a supply are all available;

• Make sure taxes are regularly paid in accordance with URA procedures;

• Make sure all Cesvi vehicles in use are kept in good state, have insurance, periodical check is done;

• Supervise mechanical works on Cesvi vehicles;

• Manage the research for quotation from suppliers, organize negotiated procedures according to donors’ standards and Cesvi’s guidelines;

• Any other Admin/logistics activities;

KNOWLEDGE, SKILLS ND ABILITIES

• Past experience preferable with an NGO

• In depth working Knowledge of computer office packages

• Knowledge of humanitarian aid standards as well as accountability standards

• Ability to solve problems and prioritize many demands without losing focus. Prospective candidates should have a minimum of a University degree in a business related course from a recognized University. At least 2 years work experience in a related field

How to apply

All qualified and interested candidates should their applications; Updated resume, Cover letter, 3 professional referees and scanned copies of academic documents by email (attachments Max 3MB) to hrofficer@cesvioverseas.org All applications should be submitted not later than 06/03/2022.