Entry Level Administration Assistant NGO Jobs - World Vision International

Organisation: World Vision

International

Reports to: Administration

and Facilities Officer

Duty Station: Kampala,

Uganda

World Vision Uganda is a Christian Relief, Development and Advocacy

Non-Government Organization dedicated to working with children, families and

communities to overcome poverty and injustice. We currently work in over 41

districts in Uganda. World Vision is committed to the protection of children

and we will not employ people whose background is not suitable for working with

children. All employment is conditioned upon the successful completion of all

applicable background checks, including criminal record checks where possible.

“Our Vision for every child, Life in all its fullness. Our prayer for every

Heart, the will to make it so.”

Job Summary: The

Administration Assistant will support the Administration and Facilities Officer

through the provision of administrative support services to World Vision Uganda

and to facilitate in the conducive running of the administration systems at the

national office in line with the World Vision Uganda Policies and Procedures.

• Prepare
  
  requisitions for supplies and services on behalf of the
  
  administration department


• Receive, analyze and process services and
  
  supplies requisitions from other departments and projects to ensure timely
  
  delivery of services and items requested


• The incumbent will process payments of
  
  outstanding invoices in a timely manner to avoid any disconnections and
  
  meet our contractual obligation to the suppliers and service providers.


• Ensure that adequate stocks of
  
  administration routine user items and replenishment of all supplies are
  
  maintained at all times

• Maintain a clear database to track
  
  international schools, manage and process payments of school fees on
  
  behalf of the expatriates. Ensure that renewals are made at the beginning
  
  of each school term


• Maintain a database and proper filing
  
  system to ensure that all WVU expatriates have up to date documents
  
  during/for the rest of their contract periods with WVU.


• Process renewals, permits, special passes
  
  and any other special passes and documents necessary within the required
  
  time on the staff arrival or expiration of the existing document

• Regularly review forms and invoices for
  
  staff travels for payment authorization


• In charge of the facilitation of WVU staff
  
  and other support offices where required with VISA processing and
  
  requirement

• Maintain an up-to-date database of all
  
  guests coming into the country


• Support to division/Program Assistants in
  
  facilitation of the guests i.e. hotel reservations, confirmation of flight
  
  reservations among others.

• Effective use of the administration
  
  activities work plan


• Prepare and submit monthly reports to tract all activities in the
  
  department

• The prospective World Vision
  
  Administration Assistant employee should hold a university degree in any
  
  business- related discipline


• A minimum of two years relevant experience
  
  in a similar position


• Good computer skills and ability to write
  
  reports using MS Office packages


• Excellent communication skills and be
  
  courteous in working with clients.


• Fluent in English.

All suitably qualified candidates are encouraged to apply online by

visiting World Vision International’s e-recruitment jobs portal at the web link

below.

Please follow instructions on How to Create Account and Profile at

World Vision’s e-recruitment portal.  Qualified

female candidates are particularly encouraged to apply.