Administrative Assistant-National job at GOAL

About the Organization

GOAL is an international humanitarian response agency established in Ireland over 40 years ago.

Job Description

GOAL and its consortium partner, Wageningen Environmental Research (WENR) will be commencing on an anticipated 5 years resilient and inclusive economic development programme funded by the Embassy of the Kingdom of Netherlands in Kampala.
The objective of the programme is to build climate resilient and more productive farming systems and livelihoods, with environmentally sustainable and commercially viable practices, as such sustainably increasing productivity and income of 200,000 smallholder farming households (SHF) in Busoga and Lango regions. The project is built around four pathways and outcomes : Pathway and Outcome 1: focuses on enhanced social resilience and agency in SHF households and communities ; Pathway and Outcome 2: focuses on ensuring SHF farming systems are more sustainable, productive and resilient to shocks.; Pathway and Outcome 3: focuses on SHF actively participating and benefiting in inclusive markets; and Pathway and Outcome 4: ensures SHF have enhanced voice and influence to address market system issues.
Job summary
The Administrative Assistant is responsible for providing support to the procurement and logistics department. S/he is to ensure that orders for goods and services are processed promptly and good value for money is obtained according to the existing GOAL Procurement Manual. S/he will also provide general administrative support.

Duties and Responsibilities

A Front Desk Management

Receive visitors to office in a professional manner.
To ensure the outside reception area is kept clean and tidy
Liaise with logistics and drivers regarding travel arrangements as required.
Processing visitors' identification cards

Internal and External Communication

To maintain a mail log recording all outgoing and incoming correspondence

Management of Front Office Stationery supplies

Manage Front office stationery to ensure that stocks are maintained at adequate levels for the efficient running of the office.
Place quantity orders for office supplies and ensure Order / Purchase Form is completed and submitted to.

Procurement Support

Assist procurement department with the fulfilling of orders received including sending inquiry forms and sourcing quotations from pre-qualified suppliers.
Assist with updating of procurement order tracking system (OTS).
Assist in developing tracker all for monthly payments under FWAs.
Assist with scanning of procurement paperwork and ensuring comprehensive procurement records are maintained as per guidelines.
Provide administrative support to the Procurement team and where required prepare documentation for orders, including payment requisition forms etc.
Assist in setting up inventory and maintenance list for all furniture and non-asset items in Kampala office eUsiNQd B2LsYN
Provide administrative support in preparing replacement and maintenance plan for any office inventory / furniture items.
Ensure inventory list of fire extinguishers and first aid kits are kept and service plan in place
Assist in booking of hotel accommodation booking and transport for GOAL staff and maintain tracker of booking request.

Qualification, Experiences and Competencies

Minimum education requirement of a Diploma/Degree in any business-related course.
1 - 2 years NGO working experience in a similar role
Knowledge in use of MS Office packages
Basic procurement and logistics knowledge.
Possess good communication skills
Ability to prioritise different tasks in efficient manner