Administrative Assistant job at Raising the Village

Job Description

Job Summary

The Administrative Assistant will oversee day-to-day office administration, ensuring smooth, efficient, and well-organized operations. The role includes managing office equipment and inventory, handling front desk operations and visitor coordination, supporting inventory flow for Venn, coordinating the receiving and dispatch of items to and from the Mbarara office, and maintaining oversight of office cleanliness and staff welfare. The position plays a central role in creating a professional, welcoming, and well-managed office environment.

Key Duties & Responsibilities

Reception Support:

• Ensure that reception services are provided in a manner that visitors are provided with a warm welcome and that their needs are swiftly attended to.
• Ensure that all incoming communications (telephone calls, letters, email etc.) are responded to professionally and reliably passed on to the appropriate person(s).
• Ensure that Office equipment is switched off accordingly and the premises securely closed.
• Report all faulty equipment to the service provider. Continue to follow up until closed.
• Log and distribute packages delivered to the office and ensure acknowledgement by the recipients accordingly.
• Log all outgoing packages and notify recipients. Ensure recipient acknowledges/signs upon receipt.
• Ensure all front desk resources, forms and handbooks are current and updated regularly.
• Be the custodian of keys for pantry/reception and kitchen doors.
• Ensure cleanliness of the office by supervising Office Cleaner and ensure maintenance needs are raised to the relevant authorities
• Take direct charge of the security personnel to ensure they are doing their jobs right and escalating for support as required.
• Produce a monthly Inventory/stock report and share with Operations Officer to facilitate efficient use of items in the store while aiding re-stocking.
• Prepare invoices and payment request vouchers for all utilities (electricity bills, water bills, newspapers etc).

Administration support:

• Support administrative arrangements for the project events, meetings, workshops
• Assist in organizing staff training sessions, workshops and activities that take place in different field locations.
• Coordinate regular project team meetings (virtual and face to face) including preparation and distribution of minutes of meetings, summary notes and other documentation.
• Support staff to follow up logistical arrangements, bookings for conferences, venue, accommodation, and other logistical supplies for events.
• Coordinate and arrange staff wellness events and interactions.
• Provide timely and reliable support for travel arrangements, meeting arrangements and travel and accommodation booking for staff and other official visitors.
• Coordinate with flights focal person to ensure that all the flight requests-local & international are actioned in an efficient manner.
• Assist in onboarding new staff, visitors by providing them with the necessary support, showing them around the premises, guiding them on the sitting arrangement and providing documents and materials for on boarding.
• Support the Venn operations in printing of project related materials such as IDs, QR codes and other IEC materials.
• Performs any other duties that may be assigned from time to time.

Educational Qualifications, Experience, & Skills Required

• Bachelor’s Degree in Business Administration, Public Administration, Management, social sciences or any related discipline.
• 1-2 years of relevant professional experience in office administration and management, customer services.
• Exceptional customer service skills
• Strong knowledge and experience of office administration and customer care services.
• Strong Organizational skills, ability to prioritize and multitask.
• Proficiency in documenting processes and keeping up with trends and best practices.
• Experience working with an International NGO.
• Ability to maintain discretion and confidentiality of information.
• Well-organized and process-oriented and with strong attention to detail.
• Strong written and spoken communications (English) skills.
• Excellent IT skills including MS Office and Google suite
• Strong interpersonal skills and ability to perform with limited supervision.

Application Procedure

Interested and qualified? Click here to apply

Raising The Village is committed to Equity and Inclusion in the workplace and is proud to be an equal opportunity employer.