Administrative Assistant

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Description

Hello Hello!  Alight is recruiting Administrative Assistant for our programs in Uganda to be based at Kyangwali Office. 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.

Reporting to the Operations Officer, the Administrative Assistant will be will be responsible for providing general Administrative support at the field level to ensure that the office is running in a smooth and efficient manner. S/he will be responsible for managing the Office Store in line with Operations guidelines. 

Key Duties & Responsibilities

• Receive and attend to visitors with professionalism and good customer care.
• Prepare and send office correspondences as requested.
• Receive, record, sort and distribute all office correspondences (mail/deliveries and courier) on a daily basis.
• In collaboration with the Operations department, ensure the availability of necessary office supplies. 
• Provide support to administrative and logistic arrangements of programme activities such as meetings, trainings and workshops etc.   
• Carry out all administrative procedures relating to the role of Administration effectively and in a timely manner.
• Photocopy and file all field office documents as assigned.
• Ensure that the reception area and ensure that it has good ambiance on a daily basis by ensuring that it is tidy and presentable.   
• Ensure that the reception area has all necessary stationery and material (e.g. pens, forms and brochures) available for both guests and ALIGHT Rwamwanja Operations.
• 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 to Operations Officer for onward approval and procurement.  
• Produce monthly stock utilization report for office supplies for submission to the supervisor. 
• Work closely with Operations Officer to ensure that the general office comfort items, garden / compound and sanitary supplies and materials are acquired timely, stocked and available for use by Incentive worker cleaners.
• Ensure that the correct authorization procedures at every step of the process are complied with i.e. documents signature, budget management, quality control for incoming goods and payments.
• Provide support to store keeping in the proper management of the stocks and the supply procedures.
• Monitor all movements of items in & out of the warehouse (stock cards, store ledger, electronic stock reporting).
• Support the monitoring of stock balances and advise the Program staffs on shortages according to minimum stock requirements. 
• Assist in conducting monthly physical inventory of all stock inclusive of spare parts and consumable items.
• Assist in preparation of warehouse Stock tracking report and submit to operations on a monthly basis.
• Support in booking accommodation for all staff travelling to Rwamwanja Office from other Sites / Offices upon request from the Operations Officer.   
• Ensure all invoices for accommodation, with supporting Travel Authorization Forms are forwarded to Finance Office for prompt settlement.
• Plan, organize and provide support in the preparation of events, trainings, workshops and meetings at ALIGHT Rwamwanja Field Office.  

Requirements

• A Bachelor’s degree in Business Administration, Commerce, Accounting or any relevant field.
• At least three (3) years’ relevant working experience in a busy organization preferably in a humanitarian agency.
• Must have experience in stores management and logistics handling.
• High level of integrity and confidentiality.
• Excellent computer, writing and communication skills, including proven report writing skills.
• Good interpersonal skills.
• Ability to work in a team.

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.

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