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Position Title:Administrative Assistant
Organization: African Prisons Project (APP)
Primary Location:Kampala HQ
Education Level: Bachelor’s degree
Contract: Fulltime
Job Type : Full-time Employment
Closing date: 11th July 2014.
Brief Company Profile:
The African Prisons Project (APP) is a group of people passionately
committed to improving access to healthcare, education, justice and
rehabilitation for prisoners in Africa. We aim to restore the dignity of those
we serve by helping to provide humane conditions and services which help them
to regain their dignity. We build and refurbish prison medical and educational
facilities to provide innovative services and work to change the attitudes of
the societies we serve when it comes to criminal justice issues.
General Purpose
Perform a wide range of administrative and office support activities for
the organisation and/or managers and supervisors to facilitate the efficient
operation of the organization.
To provide an administrative role for the programme section of the
organisation ensuring that logistical support, administrative requirements for
this section is available.
General administrative tasks
·
Together with the Admin team,
responsible for data entry.
·
To research on local funders.
·
Take lead in Procurement of office
stationary and equipment.
·
Public Relations work and updating
the website.
·
Document polisher.
·
Grants reporting on Procurement
under the different grants.
·
Answer, screen and transfer inbound
phone calls
·
Receive and direct visitors and
clients
·
General clerical duties including
photocopying, fax and mailing
·
Maintain electronic and hard copy
filing system
·
Retrieve documents from filing
system
·
Handle requests for information and
data
·
Resolve administrative problems and
inquiries
·
Prepare written responses to routine
enquiries
·
Prepare and modify documents
including correspondence, reports, drafts, memos and emails
·
Schedule and coordinate meetings,
appointments and travel arrangements for managers or supervisors
·
Prepare agendas for meetings and
prepare schedules
·
Record, compile, transcribe and
distribute minutes of meetings
·
Open, sort and distribute incoming
correspondence
·
Maintain office supply and
inventories
·
Coordinate maintenance of office
equipment
Human Resource responsibilities
·
Coordinate and maintain staff
records, telephone use
·
Monitor and report on sickness,
leave absences and other relevant staff issues.
·
Manage and oversee the volunteer
process including liaising with the office in the UK, manage the stay of the
volunteers whilst in Uganda working with field supervisors and when they leave
Uganda.
Education and Experience
·
Degree holder in a relevant field
with proven information, communication and technology skills and knowledge in
MS office applications.
·
Knowledge of operation of standard
office equipment.
·
Knowledge of clerical and
administrative procedures and systems such as filing and record keeping
·
Knowledge of principles and
practices of basic office management
Key Competencies
·
Communication skills - written and
verbal
·
Planning and organizing
·
Problem assessment and problem
solving
·
Information gathering and
information monitoring
·
Attention to detail and accuracy
·
Flexibility
·
Adaptability
·
Customer service orientation
·
Teamwork
This job description is not exhaustive, and other duties may be determined
from time to time by the Country Director, concomitant with the role and
general responsibilities of this post. The duties of this post may be changed.
Mode of Application:
To apply for this position send you CV to info@africanprisons.org not later
than 11th July 2014.
Closing date: 11th July 2014.
