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Administrative Assistant job at Women's International Peace Centre

About the Organization

In commemoration of International Women’s Day, celebrated annually on March 8, Kotido District launched its Local Action Plan on Women, Peace and Security on 28 March 2024.

Job Description

An Administrative Assistant must be highly organized, detail-oriented, and capable of managing multiple tasks simultaneously. Their role is critical in ensuring that office operations run smoothly and efficiently, contributing to the overall effectiveness and productivity of the organization.

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Duties and Responsibilities

General Administrative Support:

  • Manage office communications, including answering phones, responding to emails, and handling correspondence.

  • Greet visitors and direct them to the appropriate person or department.

Scheduling and Calendar Management:

  • Maintain and update calendars for staff, scheduling appointments, meetings, and events.

  • Coordinate meeting logistics, including booking conference rooms and arranging for equipment or refreshments.

Documentation and Filing:

  • Organize and maintain electronic and paper files, ensuring documents are easily accessible.

  • Prepare, proofread, and edit documents, reports, and presentations.

Data Entry and Database Management:

  • Enter and update data in various databases and ensure accuracy and confidentiality.

  • Generate reports from databases as required.

Office Supplies and Inventory Management:

  • Monitor and order office supplies, ensuring adequate stock levels.

  • Maintain an organized inventory of office supplies and equipment.

Financial and Accounting Support:

  • Assist with basic bookkeeping tasks, such as processing invoices, expense reports, and reimbursements.

  • Reconcile petty cash and prepare financial reports as needed.

Travel Arrangements:

  • Arrange travel logistics for staff, including booking flights, accommodations, and transportation.

  • Prepare travel itineraries and ensure all necessary travel documents are in order.

Meeting and Event Coordination:

  • Assist in planning and organizing company events, meetings, and conferences.

  • Prepare agendas, take minutes, and follow up on action items from meetings.

Communication and Correspondence:

  • Draft and distribute internal communications, such as memos and announcements.

  • Handle incoming and outgoing mail and packages.

Support to Senior Staff:

  • Provide direct administrative support to senior management, including managing calendars, preparing documents, and coordinating meetings.

  • Handle confidential and sensitive information with discretion.

Customer Service:

  • Address inquiries from clients, suppliers, and other stakeholders promptly and professionally.

  • Resolve any administrative issues or concerns raised by staff or external parties.

Special Projects:

Assist with special projects as assigned, which may include research, data analysis, or coordination of specific initiatives.

Collaborate with different departments to ensure project tasks are completed efficiently.

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Qualification, Experiences and Competencies

  • 3 years as an Administrative Assistant in a reputable organization.

  • Excellent organizational skills with the ability to prioritize tasks and meet deadlines.

  • Attention to detail and accuracy in completing administrative tasks such as data entry, filing, and record-keeping.

  • Ability to communicate professionally with internal and external stakeholders, both in person and over the phone/email. Strong customer service orientation with the ability to interact courteously and effectively with clients, visitors, and colleagues.

  • Responsive and proactive in addressing inquiries and resolving issues on time.

  • Computer skills including word processing (MS Word, MS Excel, MS Powerpoint) and Zoom set up for online meetings.

How to Apply

Interested candidates should send applications and CVs including three references with contact details and copies of academic and professional testimonials by email to:
The Executive Director,
Women's International Peace Centre
Plot 1467, Church Road, Bulindo, Kira.
Any inquiries should be submitted through the email address listed above. Only shortlisted candidates will be contacted for interviews. The successful candidate should be able to start immediately.

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