Administrative Assistant

About the Role

The Danish Refugee Council (DRC) in Uganda is seeking a highly skilled and motivated Administrative Assistant to join their team at the Arua Regional Office. This role is crucial for ensuring the smooth daily operations of the office and the effective implementation of DRC programs. In the first few months, you will collaborate closely with the support team and program staff, ensuring that administrative tasks are completed promptly and efficiently. You will engage with various departments, enhancing your understanding of the operational framework within an international NGO. This position not only contributes to the office’s functionality but also supports the mission of DRC in providing vital services to those in need.

Key Responsibilities

• Greet and assist visitors at the front desk, ensuring they feel welcomed and directed to the appropriate resources.
• Maintain an organized office environment by supervising the cleaning staff and ensuring that all areas are tidy and presentable.
• Coordinate with finance, supply chain, and program departments to ensure timely procurement of necessary office supplies and materials.
• Assist in planning and organizing events such as workshops and meetings, ensuring all logistics are handled smoothly.
• Manage hotel bookings for DRC staff, ensuring accommodations meet the organization’s standards and needs.
• Handle incoming and outgoing official correspondence, maintaining accurate records to ensure effective communication.
• Prepare payment requests for administrative invoices while tracking expenditures and maintaining financial records accurately.
• Oversee the operation and maintenance of office equipment, arranging for repairs when necessary to minimize downtime.
• Document key points and actions from HR/Admin meetings, providing clear records for future reference.
• Facilitate orientation for new staff members, ensuring they have a comprehensive understanding of office procedures and expectations.
• Organize and maintain administrative records on SharePoint, ensuring easy access and retrieval of information.
• Support the HR and Administration Officer during their absence, ensuring continuity of administrative operations.

Requirements & Qualifications

• A Bachelor’s degree in Office Management, Human Resource Management, Business Administration, or a related field is essential.
• A minimum of 2 years of experience in an administrative role within an international NGO is required.
• The candidate must be proficient in Microsoft Office applications, particularly Excel and PowerPoint, as well as database management.
• Strong interpersonal skills are necessary to collaborate effectively with diverse teams and stakeholders.
• Excellent command of English, both written and spoken, is required for effective communication.
• Attention to detail and strong organizational skills are essential for managing multiple tasks efficiently.
• Proactive problem-solving abilities and the capability to work independently will be key assets in this role.

What You’ll Gain

• You will develop essential administrative skills that are valuable in various sectors, enhancing your career prospects.
• Gain hands-on experience working within an international NGO, providing insight into humanitarian operations.
• You will build a strong professional network, connecting with diverse teams across various departments.
• Strengthen your organizational and time management skills, which are crucial in any professional environment.
• This role provides opportunities for personal growth and career advancement within the NGO sector.

How to Apply

If you are interested in this opportunity, please submit your application. Applications will be reviewed on a rolling basis, and shortlisted candidates may be contacted before the closing date. For further information or to apply, visit Apply here.