Administrative Assistant at RELON Uganda

Application deadline closed.

Job Description

ADMINISTRATIVE ASSISTANT – No: REL/EXT/003/023

Duty station: Kampala, Uganda with possibility of travel in and outside the country

Status: Full-time

Contract type: National employment contract

RELON Uganda is a national non-political and non-partisan movement of people working together to advocate for refugees’ self-representation and inclusion where matters concerning them are discussed. Its aim is to strengthen the capacity of refugees to engage and respond to the challenges facing refugees and refugee-led organizations.

Job brief

We are looking for a responsible, highly organized and detail-oriented Administrative Assistant to perform a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing support to our officers, managers and employees, assisting in daily office needs and managing our organization’s general administrative activities.

What do we expect from an Administrative Assistant

Administrative Assistant responsibilities include making travel and meeting arrangements, preparing reports and maintaining appropriate filing systems. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools, like MS Excel and office equipment. If you also have previous experience as a Secretary or Executive Administrative Assistant and familiarity within our industry, we’d like to meet you. Ultimately, a successful Admin Assistant should ensure the efficient and smooth day-to-day operation of our office.

Benefits of working at RELON Uganda

We offer a number of benefits including:

  • Employer 10% contribution to a national social security fund to cover employee’s pension scheme

  • Staff thirteenth cheque

  • Contribution to staff medical insurance

  • 25 days of annual leave per year (excluding bank holidays), plus 1 day for every year of service

Responsibilities

  • Answer and direct phone calls

  • Organize and schedule appointments

  • Plan meetings and take detailed minutes

  • Write and distribute email, correspondence memos, letters, and forms

  • Assist in the preparation of regularly scheduled reports

  • Develop and maintain a filing system

  • Update and maintain office policies and procedures

  • Order office supplies and research new deals and suppliers

  • Maintain contact lists

  • Book travel arrangements

  • Support in submission and reconciliation of expense reports

  • Provide general support to visitors

  • Act as the point of contact for internal and external clients or RLOs

  • Liaise with executive and administrative officer to handle requests and queries from the top management of the organization

Requirements and skills

  • Proven experience as an Administrative Assistant, Virtual Assistant or Office Admin Assistant

  • Knowledge of office management systems and procedures

  • Working knowledge of office equipment, like printers

  • Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)

  • Excellent time management skills and the ability to prioritize work

  • Attention to detail and problem solving skills

  • Excellent written and verbal communication skills

  • Strong organizational skills with the ability to multi-task. You must know how to keep yourself and others organized and how to determine which tasks are the most important in a given list.

  • High School degree; additional qualification as an Administrative assistant or Secretary will be a plus

  • Decision-making: make independent decisions on a daily basis, addressing the best way to handle specific tasks.

  • Communications and collaboration: collaborate with other administrators and support personnel, management and clients or RLOs on a regular basis.

Our values and commitment to safeguarding

RELON Uganda is committed to preventing any type of harmful behavior at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and are committed to promoting the welfare of RLOs’ beneficiaries including children, young people, adults and beneficiaries with whom RELON Uganda engages. RELON Uganda expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.

The post holder will undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organization.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. RELON will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.

We are committed to ensuring diversity and gender equality within our organization and encourage applicants from diverse backgrounds to apply.

How to apply 

As part of your offline application, please send your up-to-date CV and a cover letter explaining your suitability against the essential criteria in the job profile using this email: info@relonuganda.org

Deadline: 31 January 2023.

About us

RELON Uganda was founded in May 2016 with the aim of strengthening the capacity of refugees to engage and respond to the challenges facing refugees and refugee led organizations. It was formed to build capacity of RLOs by sharing of experiences, knowledge, data and opportunities with RLOs, advocate and lobby on behalf of RLOs, contribute to policy making affecting refugees, fundraise and mobilize resources for supporting refugee work in Uganda. Its membership has grown to over 50 RLOs.

Vision

An independent and credible voice that influences actions towards refugee inclusion and participation in decision makings in Uganda and beyond

Mission

To influence and advocate for inclusion and participation of refugees and RLOs all levels through, policy advocacy, RLO engagement and coordination and capacity building