Office Assistant – Kampala

Duties and Responsibilities:

Under the direct supervision of the Office Assistant and the overall supervision of the Administrative Officer, the Office Assistant will be responsible for the following duties:

• Implements detailed distribution of routed mail and clearing staff outgoing trays to respective action officers.
• Delivers urgent mail/messages
• Operates a variety of office equipment in the performance of basic office functions, e.g. photocopier, printer, scanner, etc.
• Photocopy a variety of documents and other materials
• Ensures cleanliness of the office premises at all times
• Ensures that the kitchenette and office crockery/cutlery is clean at all times
• Requests the Office Assistant/Administrative Officer to replenish office and pantry supplies where and when necessary.
• Ensures the timely refilling of the water dispensers, including informing the Office Assistant/Administrative Officer of the necessity to replenish
• Ensures well organized boardrooms at all times in particular when meetings are due to take place, and arrange for refreshments/tea when required
• Maintains well organized store for stationery and office supplies
• Maintains proper stores records, prepare periodic stores reports and initiate the procurement process for the replenishment of stationery and office supplies
• Provides temporary cover in the absence of the receptionist
• Ensures all Office doors are closed every evening
• Performs other related tasks as assigned by the Office Assistant/Administrative Officer.

Competencies:

Professionalism – Knowledge of basic clerical functions.  Ability to operate standard office equipment.   Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

Communication:  Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

Teamwork:  Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Qualifications:

Education: Secondary education

Experience: At least one year of experience in clerical and general office support or related area is desirable.