Logistics and Administrative Assistant

The Logistics and Administrative Assistant will provide proactive assistance on various departments and  projects and serve as the first point of contact for the organization in our Kampala office. You will be  responsible for handling the flow of people through the organization and ensuring that all receptionist  responsibilities are completed accurately and delivered with a high level of professionalism in a timely  manner.

Administrative Support: 

• Ensure that reception services are provided in a manner that visitors are provided with a warm welcome and that their needs are swiftly attended to.
• Ensure that all incoming communications (telephone calls, letters, emails,etc.) are responded to professionally and reliably passed on to the appropriate person(s).
• Ensure that Office equipment is switched off accordingly and the premises securely closed.
• Report all faulty landlines to the service provider and IT Department. Continue to follow up until closed.
• Log and distribute packages delivered to the office and ensure acknowledgment by the recipients accordingly.
• Log all outgoing packages and notify recipients. Ensure the recipient acknowledges/signs upon receipt.
• Ensure all front desk resources, forms, and handbooks are current and updated regularly.
• Be the custodian of office keys for the pantry/reception, main doors, and kitchen doors
• Ensure cleanliness of the office by supervising Office Assistant and ensure maintenance needs are raised to the operations Department.
• Assist all departments with admin-related tasks upon request, including photocopying, filing, etc.
• Produce a monthly Inventory/stock report and share it with the Operations Officer to facilitate efficient use of items in the store while aiding in re-stocking.
• Prepare invoices and payment request vouchers for all utilities (electricity bills, water bills, etc.)
• Maintain the inventory of office supplies and coordinate the additional procurement of items as needed.
• Requisition and maintenance of proper use of petty cash in line with the finance manual.
• Maintain an updated staff contact list and a telephone directory of key stakeholders.

Logistics support: 

• Support administrative arrangements for the project events, meetings, and workshops and keep track of the notice board to inform boardroom use.
• Assist in tagging and tracking project equipment.
• Receive goods delivery.
• Coordinate regular project team meetings (virtual and face-to-face), including preparation and distribution of minutes of meetings, summary notes, and other documentation.
• Support staff to follow up on logistical arrangements, bookings for conferences, venue,  accommodation, and other logistical supplies for events.
• Provide timely and reliable support for travel arrangements, meeting arrangements and travel and accommodation booking for staff and other official visitors.
• Performs any other duties that may be assigned from time to time.

Qualifications & Experience 

• Bachelor’s Degree in Business Administration, Procurement and Logistics, Management, Social Sciences, or any related discipline.
• 1-3 years of relevant professional experience in office administration management and customer services.

Required Skills & Competencies

• Exceptional customer service skills
• Strong knowledge and experience in office administration and customer care services.
• Strong Organizational skills and ability to prioritize and multitask.
• Proficiency in documenting processes and keeping up with trends and best practices.
• Experience working with an International NGO.
• Ability to maintain discretion and confidentiality of information.
• Well-organized and process-oriented and with strong attention to detail.
• Strong written and spoken communication skills.
• Excellent IT skills including MS Office and Google suite
• Strong interpersonal skills and ability to perform with limited supervision.