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Description

About Cordaid

Cordaid believes in a world without poverty and exclusion. We strive for just and sustainable societies where every person counts. We stand for knowledge and talent sharing between North and South, between farmers and businesses, between activists and policymakers. Where poverty, conflict and exclusion divide societies, we connect people and communities. We stand for professionalism, expertise and solidarity across borders. We aim at maximizing our social impact and contributing to systemic change. We operate where natural disasters strike, where conflicts tear up communities and where lack of opportunities and service delivery keep families in extreme poverty.

Cordaid is an internationally operating value-based emergency relief and development organisation, working in and on fragility.

Cordaid is a member of the international faith-based networks Caritas and ACT Alliance as well as other worldwide civil society networks. We work in around 20 countries in Africa and Asia. 

For the Cordaid Country Office Kampala, Cordaid is looking for an Administrative Assistant.

Purpose of the position:

The Administrative Assistant will work closely with the Country management team, administrative departments, programme managers and project staff to ensure smooth office operations, high quality data management and compliance to internal procedures.

Cordaid Uganda  invites experienced professionals to apply for the position of Administrative Assistant.

Key Duties & Responsibilities

Responsibilities 

Procurement and Logistics Management.

• Process travel requests and make reservations for accommodation for Senior Management  Team  on field-based activities.
• Create and maintain relationships with vendors/suppliers.
• Estimate and establish budgets for purchases, review vendor and supplier documentation, issue purchase requests and follow up on procurement decisions.
• Maintain purchase records and other important data.
•  Negotiate pricing and supply contracts.
• Provide timely and coordinated logistical support to Global Office Guests and other regional guest visiting Uganda Country Office including airport pickups, accommodation, field movement and handle related queries.

Project support. 

• Works with other project staff to coordinate project activities, organize venues for meetings, training etc.
• Provide administrative support for project meetings, workshops, conferences, take part in planning, and ensure proper documentation of project activities.
• Assist with scanning and appropriates storage of some project documents under guidance of Project controller.
• Keep the project calendar up to date.
• Offer suggestions to improve efficiency.

Human Resource Support.

• Assist in human resource activities including advertisements, interviews, employment contracts, organize and maintain personnel records.
• Regularly update internal databases and support tracking of leave records, performance management cycle and all related staff information.
• Support the orientation of new staff, develop onboarding schedules, and ensure that new staff are provided with the necessary information and facilitated accordingly as provided for by the policy.
• Participate in HR projects.
• Answer employees' queries about HR-related issues.

General Management:

• Ensure smooth running of the office.
• Work closely with management to ensure office safety and security including timely servicing of equipment.
• Help set up meetings, take minutes and maintain the records on a shared file.
• Handle reception duties, escort visitors
• Any other duties assigned.

Requirements

Qualification, Skills, and Knowledge

• A university degree, preferably in Business Administration, Social Sciences, or related field of study.
• At least 3 years’ experience handling administrative tasks with a development program or project.  
• Proficient with computer technology and Microsoft Office applications including Microsoft Word, Excel, Outlook.
• Strong oral and written communication skills
• Ability to pay attention to detail.
• Able to assure confidentiality.
• Ability to work effectively with diverse groups of people.

Core Competencies:

• Good interpersonal, co-ordination and negotiation skills, and the ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
• Strong commitment to integrity, professionalism, creativity and innovation, willingness to learn, accountability, planning and organisation, results orientation, teamwork, and technological solutions.

Others/Extra Details

Further information & how to apply.

Cordaid is fully committed to provide a safe and welcoming workplace to its employees, and to maintain respect and dignity of everyone that comes into contact with Cordaid. Therefore, Cordaid participates in the Inter-Agency Misconduct Disclosure Scheme. For more information about Cordaid’s work on integrity https://www.cordaid.org/en/who-we-are/integrity-and-code-of-conduct/.

Applications including a motivation letter and extensive CV in English, should be submitted online; https://cordaid.hrmagic.co/careers/job?id=OTcw  by 28th March 2024.