Temporary Administrative Officer - 3 months

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Description

Hello Hello!  Alight is recruiting a Temporary Administrative Officer for our program in Uganda. You’re interested in joining us? Welcome, we’re happy you’re here! 

If you join us, you will find…

A team with deep experience in co-designing solutions that create new value around the world. We know we need to always be better, and we believe in the power and abundance of everyday people, everywhere, to change the world with us.

A culture of radical accountability to our customers –as we help build a meaningful life for and with the displaced, we ask them what they want and then deliver on it. 

The Administrative officer is responsible for overseeing administrative and office operational support of ALIGHT Uganda Program. He/she will ensure effective and efficient administrative support services to ALIGHT’s Country Office, ensure that ALIGHT’s and other applicable procedures and regulations relating to logistics, security and administration are complied with.

The Administration Officer will be responsible for providing services to incoming visitors, answering all calls, redirect calls to staff, maintain a clear, safe, and attractive reception environment at ALIGHT Kampala Head Office in line with Operations guidelines. He / she will also act as a liaison between ALIGHT staff and guests; provide support to various administrative duties to ensure that the office is running in a smooth and efficient manner.  Will also be responsible for Expatriate Visa processing, Work permits, NGO registration, renewal of legal documents, etc. responsible for planning and providing general administrative support services to ALIGHT staff to ensure effective and efficient smooth running of the office in line with ALIGHT Uganda’s mission.

Key Duties & Responsibilities

• Manage the reception of visitors to the Country Office.
• Greet, welcome, guide and direct office guests appropriately and handle, answer, screen, and forward incoming calls.
• To take care of the reception area and ensure that it has good ambiance daily by ensuring that it is tidy and presentable.
• Provide or channel appropriately basic and accurate information in-person and via phone/email to inquiries.
• Receive, record, sort and distribute all office correspondences (mail/deliveries and courier) daily.
• Ensure front office safety and security, following laid down office safety and access procedures.

Administration                                                                 

• Plan and arrange travel and accommodations, calendars and schedules, and related accountabilities for the respective staff.
• Ensure payments for all invoices for accommodation, with supporting Travel Authorization Forms and email authorizations of staff travel are forwarded to the finance department for prompt settlement.
• Ensure International in-bound and out-bound travel is well coordinated and supported with vehicles, security briefs and travel logistics notes prior to departures.
• Working closely with Logistics and supply Chain Manager, ensure that ALIGHT staff, consultants, or such relevant visitors to Uganda are confirmed for accommodation, airport transfers, in-country travel schedules, meeting schedules, and such related.
• Process payment for suppliers (hotels), local air travels, ticketing services and share proofs of payments with service providers.
• Record all office supplies’ movements in and out of stores, ensuring the stock cards are kept up to date.
• Compile quarterly needs for office supplies and submit them to Logistics Manager for onward approval and procurement.
• Produce monthly stock utilization report for office supplies for submission to Logistics and supply chain Manager.
• Support in booking accommodation for all national staff in Kampala and liaise with field office operations teams to arrange accommodation for field travels.
• Coordinate with the Office assistants to ensure lights, utilities and facilities in general office areas are switched off, or powered down, including lighting in common areas. 
• Ensure that ALIGHT Kampala main Office is well maintained, and all repairs are done in a timely manner.  
• Develop tracking tools to monitor and track utility (water and electricity), Postpaid, phone bills, Security bills and rent and ensure that the bills are paid in a timely manner. 
• Working closely with procurement unit, ensure general office comfort items, garden / compound and sanitary supplies and materials are acquired timely, stocked, and available for use by cleaners, cooks, and gardeners.
• Replenish / procure all office supplies in a timely manner to avoid stock outs.
• Manage fire extinguishers and fumigation needs from time to time.
• Plan and provide supervision to the company in charge of maintaining the ALIGHT Kampala office and ensure that it is neat and habitable.
• Support in the coordination of interpretation services for IOM / including payments and Invoicing in collaboration with Head of Programs and Finance team.
• Support in the interpretation services for Sweden Embassy / including payments and Invoicing in collaboration with Head of Programs and Finance team.
• Plan, organize and provide support in the preparation of events, meetings, workshops, and conferences within and outside ALIGHT. 
• Supervise, evaluate, and develop the performance of the Office assistant through providing constructive feedback, coaching, and mentoring in line with the Human Resource Manual.
• Work hand in hand with the HR department to process staff IDs in a timely manner.    
• Works with the Office assistant to ensure that the Office compound is clean and in a conducive working environment.
• Process all VISA requirements for ALIGHT staff (both local and expatriates) including ticketing.
• Process e-tickets for international travel and coordinate in country reservations for international staff.
• Manage, maintain, and update the records and renewal process of NGO operating permits with NGO Bureau and certificate of registration with UBRA to always ensure validity and compliance status.
• Working closely with supervisor, ensure that ALIGHT staff, consultants, or such relevant visitors to Uganda are confirmed for accommodation, airport transfers, in-country travel schedules, meeting schedules, and such related.
• Process all NGO registration needs and renewals from time to time as required.
• Maintain and update an inventory of all expatriates and handle their needs.
• Manage all ALIGHT rentals and lease agreements country wide while tracking their expiry and expidite renewals.

Perform other related duties as required by the supervisor and ALIGHT senior management.  

Requirements

• A minimum of a bachelor’s degree plus relevant certifications in Front / Office Administration or Management
• At least three years (3) proven full-time work experience as a Receptionist, Front Office Representative, or similar role, in a large and busy agency/office.
• Proficiency in Microsoft Office Suite required.
• Hands-on experience in handling and using office equipment (e.g. Landline, Fax Machine, Scanner, and printers)
• Professional attitude and appearance, and ability to multitask.
• Ability to adapt and handle emergency situations in a timely, calm and effective manner.
• A pleasant personality, with customer service orientation and attitude
• Solid written and verbal communication skills required.

Behavioral competences:   

• Front desk management
• Customer care
• Records keeping skills.
• Strong analytical, written, and verbal skills
• High level of integrity, accountability, and personal ethics
• Good interpersonal skills: ability and inclination to work in/with teams.
• High level of self-drive, discipline and desire to achieve.
• A go getter requiring minimal supervision to work towards results.

Others/Extra Details

Alight is an Equal Opportunity Employer offering employment without regard to race, color, religion, gender, sexual orientation, gender identity, age, national origin, citizenship, physical or mental disability, or protected veteran status.  Alight complies with all applicable laws governing nondiscrimination in employment. Any form of canvassing in the recruitment process will lead to automatic disqualification.

"By applying to this job, I understand and acknowledge that ALIGHT is committed to ensure compliance of its code of conduct by staff and any other persons working on behalf of ALIGHT  with zero tolerance to GBV acts and Protection against Sexual Exploitation and Abuse. ALIGHT requires its staff and any other person working on behalf of ALIGHT to treat all people with dignity and respect and to actively prevent harassment, abuse and any nature of exploitation. Further, I understand that if I am a successful candidate, I will be subject to a comprehensive background check, and my personal/professional references will be asked to evaluate my behaviors related to the above safeguarding related topics".