Administrative/ Finance Assistant 

Administrative/ Finance Assistant (01 Position)

Job Title: Administrative/ Finance Assistant 

Reports to: Finance and Administration Manager

Hours of Work: Full time

Location: The Position is based in West Nile

Engagement Terms: 2 years Contract Renewable upon Performance and availability of resources

Supervises: Office Attendant and Security Guard                                 

 

Overall Purpose/Broad Function:

To ensure smooth running of the day to day operations of the offices as well as offering accounts and finance related support to the Finance Office. 

 

Key Duties and Responsibilities:

1. Ensure that all office premises and equipment are cleaned appropriately at all times.
2. In charge of the reception which includes receiving and screening all visitors, management of the office landlines, main printer and copiers. 
3. Providing support for general office operations and the implementation of organization’s programs (photocopy, binding, packaging, scanning)
4. Assisting in the organizing and overseeing logistics for every staff meeting.
5. In charge of organization’s stores and ensure regular update of stock card.
6. In charge of monthly store stock taking and provide monthly stock take reports.
7. Coordination and distribution of all communications forwarded to the organization’s e-mail and review communications of the organization’s website.
8. Monthly check of postal box in post office.
9. Update the Organization’s activity board on daily basis.
10. Ensure utility bills such as Water and Electricity are pad in time.
11. Ensure safe custody and management of operational keys and use of company vehicle keys.
12. Ensure daily attendance of both staff and volunteers through managing arrivals and departures.
13. Attend and take minutes for staff meetings.
14. Offer support to finance office in publicity of the organization’s income generating services 
15. Offer ongoing secretarial and logistical support to the office of the Executive Director from time to time
16. Engage in basic program/ project development support through coordination of consultants, partner meetings, planning.
17. Any other duty as assigned by the supervisor.

 

Job Experience and Specifications

 

1. The ideal candidate must hold a Diploma in Secretarial, Human Resources, or Administrative Services. A Degree in similar fields is an added advantage. 
2. At least 4 years’ experience working with rural communities and local partners including local government. 
3. Personal Competences Excellent interpersonal, teamwork and networking skills.
4. Good report writing, and presentation skills coupled with good knowledge of Ms Office programs including Word, Excel and power point. 
5. Excellent verbal, written and communication skills. Knowledge of local dialects is required and driving and riding skills a must. 
6. Familiarity with the local social, development and political environment and set-up is key for this position  
7. Able to work and deliver under pressure to meet deadlines
8. Ability to Conceptualize and clearly present ideas in a conveying way
9. Ability to multi-task and follow through all tasks to completion.

Application procedure

1. ALL Applications to be addressed to the Executive Director, THETA Uganda, P.O Box 21175 Mawanda Rd, Kampala.
2. Only online applications are acceptable, online Submissions will only be via this link: https://forms.gle/QZrY8pRGBSFWPVjo7
3. NO Application will be accepted later than 02:30pm Tuesday 14^th September 2021
4. Successful applicants MUST be available for immediate deployment.
5. Applicants MUST indicate on the application letter, their current/ expected salary range