Administration Assistant
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Job summary
The Administrative Assistant will provide efficient administrative and operational support to ensure the smooth day-to-day functioning of the organisation. In addition to general administrative responsibilities, the position will support procurement processes by assisting with the sourcing, purchasing, documentation, and coordination of goods and services in accordance with GNIUG's procurement policies and procedures.
Min Qualification:
Bachelors
Experience Level:
Entry level
Experience Length:
2 years
Language Requirement:
English
Working Hours:
Full Time - 8 to 5
Applicant Location:
Uganda
Job descriptions & requirements
ABOUT US
This is an international humanitarian and development Non-Governmental Organization in General Consultative status with the United Nations Economic and Social Council (UN ECOSOC, and one of the largest in South Korea. Established in 1991, the organization currently conducts missions around the world to improve quality of life and education standards, as well as to provide aid in areas of civil unrest or natural disaster. To strengthen its operational systems, Good Neighbors International Uganda (GNIUG) seeks to recruit a competent and experienced professional for the position below.
Job Title: Administration Assistant
Position: 01 Vacancy
Location: Head office, Kampala
Reporting to: Administration Manager and Country Director
Duration: One (1) year, renewable subject to satisfactory performance and funding availability
Probation Period: Three (3) months
Working Hours: Full-time (40 hours per week)
Position Overview
The Administrative Assistant will provide efficient administrative and operational support to ensure the smooth day-to-day functioning of the organisation. In addition to general administrative responsibilities, the position will support procurement processes by assisting with the sourcing, purchasing, documentation, and coordination of goods and services in accordance with GNIUG's procurement policies and procedures.
Key Responsibilities
• Providing general administrative and secretarial support to the organisation.
• Managing office correspondence, filing systems, records, and official documents.
• Coordinating meetings, preparing relevant documentation, and maintaining meeting records where necessary.
• Assisting with office logistics, including the management of office supplies and equipment.
• Receiving and processing procurement requests from different departments.
• Supporting the preparation and issuance of Requests for Quotations (RFQs) and other procurement documentation.
• Obtaining quotations from suppliers and supporting supplier evaluation and selection processes.
• Preparing purchase requisitions, purchase orders, Local Purchase Orders (LPOs), and other procurement- related documents as required.
• Maintaining an updated database of suppliers and procurement records.
• Following up with suppliers to ensure the timely delivery of goods and services.
• Assisting in verifying delivered goods against purchase orders and specifications.
• Ensuring that all administrative and procurement activities comply with organisational policies, procedures, and applicable regulations.
• Performing any other duties assigned by the supervisor.
Minimum qualifications and experience.
• A Bachelor’s degree in Business Administration, Office Management, Procurement and Logistics Management, Human Resource Management, or another related field.
• Additional training or certification in Procurement and Supply Chain Management will be an added advantage.
• At least two (2) years of relevant working experience in administration, office management, procurement support, or a similar role.
• Experience working in a non-governmental organisation (NGO) or a similar organisational environment will be an added advantage.
• Demonstrated experience in administrative procedures, office coordination, filing, and records management.
• Basic knowledge and practical experience in procurement processes, including obtaining quotations, preparing purchase orders or LPOs, liaising with suppliers, and maintaining procurement documentation.
• Proficiency in Microsoft Office applications, particularly Word, Excel, PowerPoint, and Outlook.
• Good organisational, communication, interpersonal, and time-management skills.
• Ability to maintain confidentiality, demonstrate integrity, and pay close attention to detail.
• Ability to work independently, prioritise tasks, and meet deadlines.
Core Competencies
• Accountability and Transparency
• Results Orientation
• Decision-Making and Judgment
Terms and conditions.
- Salary commensurate with qualifications and experience, aligned to GNIUG salary scale.
- Contract renewable subject to performance and funding.
- Final terms and conditions will be confirmed at contract stage.
How to Apply:
To apply tap on the link:https://forms.gle/mNWNr2Bh1Gnj8TYp8
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