Administration Officer at Baylor Uganda

Job Description

Role definition: To perform routine clerical and administrative duties, and assisting the project manager and coordinators with all aspects of administrative management including; logistics, organising project’s files and documents, directory maintenance, scheduling appointments and meetings, equipment and storage and supporting field teams.

Overall Responsibilities
• Support the field implementation teams with processing activity requests, accountabilities and payments, and maintain a document tracker to facilitate a systematic, timely flow and review of documents by the relevant authorities.
• Organise and schedule appointments, project meetings, taking accurate minutes and confirmation of attendance for required participants.
• Make travel arrangements and prepare requests for travels related to project and travel reimbursements for project staff.
• Supervise clerical duties of the project including scanning, photocopying, biding and maintaining appropriate filing system for all project reports and assisting in the preparation of regularly scheduled reports.
• Place and expedite orders for project supplies to procurement and administration units, verify receipt of supplies, and support the field teams with all logistics required for implementing project activities.
• Maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies and updates the project coordinator for action.
• Ensure operation of equipment such as motorcycles by completing preventive maintenance requirements, calling for repairs, and maintaining equipment inventories.
• Maintain contact lists of all project stakeholders, and write and distribute e-mails, correspondences, memos, letters to partners when asked and on behalf of the project manager and other staff.
• Coordinate between departments and operations unit in resolving the day today administrative and operational problems.

Required Qualification, Experience and Competencies:
• A Bachelor’s Degree (honors) in a Business-related course or any degree oriented towards Administration.
• Good interpersonal skills, communication skills and analytical skills.
• Good computer skills and knowledge of computer accounting packages,
• At least three (3) years relevant working experience in general office administration and fleet management in a reputable organization.
• Work experience as an administrative, executive and personal assistant or similar role