Office Assistant

Job Summary

Primary responsibilities

The Office Assistant will work to support the Uganda FHI360 office and ensure that projects operate smoothly and effectively. S/he will assist managing the day-to-day operations of office facilities to ensure an efficient, productive, and safe working environment for staff and visitors

Key Functions:

• Oversee the cleaning crew to ensure cleanliness and tidiness of the office. This includes the general office floor and desks.
• Ensure safety and security of the office supplies and equipment.
• Work with the security in charge on office security.
• Monitor stock levels of office supplies and update the Supervisor accordingly.
• Handle general office inquiries and route them to appropriate officers for assistance, as necessary.
• Ensure that staff tea is served at various identified locations within the offices.
• Support the office in absence of the Administration Assistant.
• Opening and closing of offices.
• Carry out any other duties as may be assigned.

Qualifications and experience:

• Ordinally or higher level of education, Diploma is an added advantage
• Ability to maintain a variety of records, such as inventories of supplies and materials.
• Proven ability to work independently and self-motivated, also work cooperatively with other office personnel.
• 3-5 years of related office administration experience.
• Demonstrated experience with office administrative procedures, standards and equipment.
• Demonstrated experience with office software applications and spreadsheets.
• Read, write and speak English; fluent in host country language required

Working conditions/Physical requirements

• Willingness and ability to work with stakeholders
• Willingness to accept additional responsibilities
• Willingness to work -beyond the normal work hours as maybe required.

Typical Physical Demands:

• Typical office environment.
• Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
• Ability to sit and stand for extended periods of time.
• Ability to lift/move up to 5 lbs.

Technology to be Used:

• Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.

Travel Requirements:

• Less than 10%

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

FHI 360 will never ask you for your career site username or password, and we will never request money, goods or services during the application, recruitment or employment process. If you have questions or concerns about correspondence from us, please email CareerCenterSupport@fhi360.org.

FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

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