Administrative Assistant Job at Multi Community Based Development Initiative (MUCOBADI)

Job Purpose: The Administrative Assistant at Mukono office is responsible for portraying a professional image of MUCOBADI to all visitors by receiving visitors and perform clerical functions of the organization in line with MUCOBADI rules and regulations.

Main Deliverables:

Front office management:

• Maintain the reception area in a clean and tidy manner, attend to walk in visitors and notify pertinent members of staff.
• Maintain visitor’s registry book and direct visitors to the respective offices
• Provide requested information, take messages or re-direct inquiries to appropriate offices.
• Keep a databank of contact addresses of all associates(partners, stakeholders, donors,) to

MUCOBADI

• File and keep up to date records of correspondences
• Maintain a consistent stock of organizational brochures and other IEC materials and a routine form for distribution
• Receive and attend to all visitors in a courteous and professional manner.

Clerical support:

• Assist in preparation of meetings and produce and file records of the proceedings.
• Provide secretarial support to the Chief of Party, and all heads of Directorates
• Provide support in the preparation of purchase requests for all procurements
• Supervise the General Assistants and Security guards at the gate

Stores Management:

• Receive supplies from Suppliers according to approved Purchase Orders
• Ensure proper recording of stores items and maintain up to date records at all times.
• Issue out supplies to end users according to approved stores requisition vouchers.
• Carry out routine inventory verification under guidance of your supervisor
• Ensure inventory items are well stored and easily accessible, and the store rooms are clean
• Ensure restricted access of people to stores/inventory items.
• Prepare and submit to your supervisor routine stores reports

Petty Cash:

• Administer and process all petty cash transactions within the parameters of MUCOBADI policies and procedures.
• Maintain the petty cash float
• Prepare reimbursement claims on a weekly basis.
• Prepare and submit to Finance routine status reports on Petty cash

Utilities Coordination:

• Ensure office utility bills such as water, electricity/yaka, telephone are processed and paid on time.
• Perform general administrative duties, following up on maintenance of assets and equipment records.
• Ensure all office equipment such as the desktop, printer(s), photocopier, scanner are appropriately put to use and are in working condition.

Required Specifications:

• University degree in secretarial studies or any other related field
• Additional qualification in customer care is an added advantage
• Strong organizational skills Computer literate with hands on MS Office programs, especially in MS Word, MS Excel and MS PowerPoint
• A demonstrated ability to multi-task and process information into action so as not to delay processes
• Should have excellent interpersonal skills

Application procedure

Qualified and interested persons should email their documents (Application letter and CV as one file PDF) to hr@mucobadi.org   not later than 08th September 2023
Eligibility: All qualified persons are encouraged to apply.

Please Note: MUCOBADI is an equal employment opportunity employer and is against any form of discrimination against PLHIVS, Women and Persons With Disabilities and is committed to the safeguarding and Protection of children and vulnerable adults from intentional and unintentional harm.