Job TitleRegional Administrative Assistant  (1 Position)

Reports to: Regional Project Manager

Duty Station: ARUA

Job Summary:

Responsible for the general office administration, inventory management, records storage and retrieval, organizing and recording minutes of meetings, managing office records, managing project vehicles and transport arrangements and assist in processing procurement for the  Regional Project office.

Duties and Responsibilities:

  • Provide administrative oversight on day to day administration tasks of the project office such as stores transactions, IT and Communications systems.
  • Responsible for stock control and reconciliation to ensure orderly utilization, accountability and periodically provides report on stock levels and needs.
  • In close collaboration with Accounts Assistant oversees the arrangement of staff and visitors’ travel within and outside the region.
  •  Ensure efficient fleet management and safety, systematically overseeing all aspects of maintenance, fuel usage and driver responsibilities.
  • Verify procurement activities in accordance with organization procurement policies and procedures, and donor requirements
  • Exercise control over the respective project office‘s assets, report any enhancement/improvement, transfer, loss/theft to the Finance and Administration Section.
  • Take stock of all assets in the office and report and follow up any discrepancies, maintain and update the assets’ register.
  •  Organizing office records for safe and easy storage and retrieval. Arrange for meetings, takes record of proceedings and properly store them.
  • Receive visitors, answer or direct calls, respond to emails and handle all office communication responsibilities.
  • Key contact staff for all office security related issues.
  • Liaise with and ensure security of the project office in collaboration with staffs and the security firm charged with external security.



  • Bachelors in Business Administration, Bachelors in Humanities with a diploma in Secretarial work; a professional qualification in accountancy, administrative secretarial qualification is an added advantage.
  • At least three years’ work experience in a busy setting and experience in Health related organization or NGO operations, regulations and compliance issues.
  • Computer literacy with competency in MS word, MS Excel, Power point, internet, photocopying.
  • Team player with excellent written and oral communication skills in English.
  • The person must be able to work with minimum supervision. Ability to manage multiple tasks at a time and work effectively with colleagues from different backgrounds.
  • The position may occasionally demand working on weekends.
  • Good communication and interpersonal abilities and related practices e.g. good time-management
  • Good temperament and able to freely but respectfully and constructively relate with people of all levels
  • Flexibility and adaptability to readily accept any impromptu assignments or requirements to work outside normal duty hours
  • Tidiness and courteousness with colleagues and office guest

Application procedure

Eligible and interested candidates should apply and attach their signed CVs, copies of certificates, degrees, and testimonials to the address below not later than 12th February 2021.

The Secretary General
Uganda Catholic Secretariat,
Plot 672, Hanlon Road – Nsambya Hill
P.O. Box 2886 Kampala