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Office 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 Office Assistant is essential for the smooth operation of an office, providing critical support to ensure efficiency and productivity in daily operations.

Duties and Responsibilities

General Administrative Support:

  • Answer and direct phone calls, take messages, and handle correspondence.

  • Greet visitors and provide them with necessary information or direct them to the appropriate person.


Document Management:

  • Organize and maintain filing systems, both electronic and physical.

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

  • Handle incoming and outgoing mail, packages, and deliveries.


Scheduling and Calendar Management:

  • Assist in scheduling appointments, meetings, and events.

  • Maintain and update office calendars and contact lists.

Office Supplies and Inventory:

  • Monitor and order office supplies to ensure adequate stock levels.

  • Maintain an organized inventory of office supplies and equipment.


Data Entry and Database Management:

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

  • Generate reports and retrieve information as needed.


Customer Service:

  • Provide excellent customer service to clients, visitors, and staff.

  • Address inquiries and resolve any administrative issues or concerns.


Financial Tasks

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

  • Handle petty cash and prepare financial records as needed.


Meeting and Event Coordination:

  • Assist in the planning and coordination of meetings and events.

  • Prepare meeting materials, take minutes, and follow up on action items.


Support to Staff:

  • Provide administrative support to other staff members and departments as needed.

  • Assist in the preparation of materials and documents for various projects and initiatives.


Maintaining Office Environment:

  • Ensure the office environment is clean, organized, and welcoming.

  • Coordinate with cleaning and maintenance services as required.

Qualification, Experiences and Competencies

Education:

  • High school diploma or equivalent is typically required.

  • An associate’s or bachelor’s degree in business administration or a related field can be advantageous.


Experience:

  • Previous experience in an administrative or clerical role is preferred but not always required.

  • Experience with office management systems and procedures.


Technical Skills:

  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.

  • Familiarity with office equipment, such as printers, copiers, and fax machines.


Organizational Skills:

  • Strong organizational and time management skills.

  • Ability to multitask and prioritize tasks effectively.

Communication Skills:

  • Excellent written and verbal communication skills.

  • Professional and courteous demeanor in interactions with colleagues, clients, and visitors.


Attention to Detail:

  • High level of accuracy and attention to detail in all tasks.

  • Ability to proofread documents and ensure they are error-free.


Interpersonal Skills:

  • Strong interpersonal skills and the ability to work well with a diverse team.

  • Customer service-oriented attitude.


Problem-Solving Skills:

  • Ability to handle unexpected issues and solve problems independently.

  • Resourcefulness and the ability to think on your feet.


Confidentiality and Discretion:

  • Ability to handle sensitive information with confidentiality and discretion.

  • Trustworthy and reliable in managing confidential tasks.


Adaptability:

  • Flexibility to handle a variety of tasks and adapt to changing priorities.

  • Willingness to learn new skills and take on new responsibilities as needed.

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: applications@wipc.org
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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