TERMS OF REFERENCE

Duty Station:      Arua

Department:        Finance & Administration

Reports to:          Financial Administrator

Title:                    Administrative Assistant

Job Summary

Under the operational and direct supervision of the Financial Administrator, the Administrative Assistant is a multi-tasker with excellent communication skills and an upbeat attitude. You are tasked with assisting management and all visitors to the Feminature Uganda by handling office tasks, providing polite and professional assistance via phone, mail, and e-mail, making reservations or travel arrangements, and generally being a helpful and positive presence in the workplace.

Duties and Responsibilities

1. Handling office tasks, such as filing, generating reports and presentations, setting up for meetings, and reordering supplies.
2. Providing real-time scheduling support by booking appointments and preventing conflicts
3. Making travel arrangements, such as booking flights, cars, and making hotel and restaurant reservations
4. Screening phone calls and routing callers to the appropriate party.
5. Using computers to generate reports, transcribe minutes from meetings, create presentations, and conduct research.
6. Greet and assist visitors.
7. Maintain polite and professional communication via phone, e-mail, and mail.
8. Anticipate the needs of others in order to ensure their seamless and positive experience.
9. Liaise with executive and senior administrative assistants to handle requests and queries from senior managers.
10. Maintain a clean and orderly environment in and around the office premises.

Any other duties as may from time to time be assigned by the Executive Director.

Qualifications

1. a) A minimum of a diploma in public administration, secretarial studies, social work and social administration or any other related field.
2. b) A minimum of two years working experience in the non-profit or NGO sector

Required Skills

• Self-motivated, highly organized and detail-oriented
• Verbal and written communication skills
• Excellent computer and work software prowess especially in Microsoft Word, Excel, PowerPoint and Access.
• Experience operating a cash register (as needed)
• Critical thinking, evaluation and analytical skills

If you meet the above requirements and would love to join us, please submit your application by 29 July 2022 via email to careers@feminature.org. Please include your references in your application. No hand delivered applications will be accepted. Interviews for successful applicants will be on Monday August 1^st, 2022 and start date no later than 48 hours after interviews and reference checks. Feminature Uganda is an equal opportunity employer and does not in any way, condone any form of discrimination. Beware of fraudsters; we do not in any way charge for applications or to be selected. Report any such incidences to whistleblower@feminature.org for onward management.