Administrative Assistant

About the role:

• Reports to the Office and Procurement Manager.
• Works directly with staff in programs, field offices, administration, and finance. 

Job Responsibilities:

Administration and Office Management

• Oversee the smooth flow of routine administrative work and ensure adherence to the organization's administrative procedures by staff.
• Ensure proper functioning and maintenance of office equipment and other facilities.
• Assist in coordinating for trainings and team events
• Receive and process requests for cash for field activities and review staff accountabilities.
• Draft office communications including memos, official letters, and orientation agendas.
• Train staff on and enforce administrative policies.
• Make travel and accommodation arrangements and bookings for staff and partners.
• Ensure timely provision of supplies to enable smooth operation at the office
• Monitor and help process travel and Visa documents for expatriate staff
• Verify staff, partner, and supplier payment requests and follow up on their payments with the Finance department.
• Supervise cleaning of the office premises every day and ensure the smooth running of the Office
• Maintain schedules of payments and due dates for tenancy for all running contracts with service providers.
• Filing documents in reference files in Google Drive in line with GiveDirectly’s filing rules
• Assist in onboarding of newly hired staff and offboarding of staff whose contracts have ended
• Handle petty cash, cash withdrawals, and monthly cash counts, keeping the cashbook according to GiveDirectlys accounting policy
• Support in the monitoring of expenses in accordance with the office management budget
• Assist in the internal/ external controls and audits

Procurement and Contracts Management:

• Assist with developing and implementing policies and systems for effective and smooth operation and identifying opportunities for risk mitigation and process improvement
• Coordinate Procurement Planning and Execution in liaison with respective Program budget holders.
• Assist in Drafting and preparing contracts for vendors and supervising/monitoring vendor performance.
• Assist in Coordination and complete Prequalification Process leading to prequalified supplier lists for the organization
• Conduct market assessment, vendor mapping, profiling, and maintain a supplier database for commonly used items.
• Provide guidance, advice, and training to staff on procurement and logistics processes
• Analyze procurement requirements and select the most appropriate method depending on the value of procurement.
• Analyze, negotiate, and prepare contractual agreements and any addenda.
• Prepare and submit for review and approval of procurement documents, vendor correspondences and minutes of all procurement committees.
• Coordinate with the Finance department to ensure that all payments to vendors are made on time and without financial strain on the organization
• Prepare for receipt of goods purchased for office or programmatic activities at all offices (considering the need for segregation of duties in the process.
• Plan goods delivery to office and other project sites in accordance with the needs while minimizing costs.

Stores, Inventory, and Asset Management:

• Ensure that procedures outlined in GiveDirectly’s Asset Management Manual will be implemented in all Offices
• Oversee Assets Movement and regular updating of stores and assets inventory to ensure that they are properly tagged and allocated.
• Oversee and ensure effective store delivery systems are in place, and ensure goods movement is properly documented, reconciled, and reported.
• Prepare monthly stock count certificate and present it for approval
• Ensure all lost, damaged, sold, stolen (or other) items are properly recorded with an approved Disposal of Assets form. Ensure any necessary, supplement documentation is complete
• Conduct quarterly verification of all assets to ensure consistency with information in the database
• Ensure Proper disposal of obsolete or broken equipment as per GiveDirectly regulations

 Security Management.

• Serve as security focal point for the field office, update and implement security policies appropriate for the local context
• Ensure that outsourced guards are deployed at all offices
• Train the outsourced security guards on GiveDirectly’s Security Standard Operating Procedures and ensure staff and visitors follow office entry procedures.
• Submit regular security reports to Supervisor on occurring incidents and any security issues/concerns

Knowledge and Experience.

• Bachelor’s Degree in Procurement and Supply Chain Management, Business Administration, or related & Equivalent field
• At least two years' experience in administrative and procurement management in the NGO sector with strong organizational skills.
• Ability to interact effectively with international and national personnel, and adaptability to unanticipated circumstances.
• Good working knowledge of IT tools (related software, phone, email, the internet) and computer applications (e.g., MS Word and Excel, G-suite )
• Exceptional emotional intelligence and a demonstrated ability to work cross-culturally and cross-functionally
• Exceptional organizational skills and attention to detail 
• Exceptional communication skills, including the ability to navigate challenging office management situations that involve complex interpersonal dynamics
• Strong ownership mindset and ability to work in a self-directed manner
• Comfortable operating in a culture of direct, candid feedback
• Excellent English oral and written skills and a high level of service orientation. 
• Willingness to upskill as required by the tasks to be performed. 
• Willingness to travel within Uganda.

Success Factors:

• A clear understanding of  Procurement, office management, Inventory, and assets management ethics.
• Willingness and ability to enforce compliance with GiveDirectly and donor policies and procedures.
• The ability to interact effectively with international and national staff members is required.
• A demonstrated ability to work quickly and accurately, meet deadlines, and process information in support of program activities.

Please note that this role is not a remote role. It is a purely office-based role.