Administrative Assistant(Belgian Development Agency)-Job vacancies in Uganda

Job Title:  Administrative Assistant
Organisation: Belgian Development Agency (BTC)
Job location: Kampala, Uganda
Deadline:  20th December 2013
Reports to:           Administrative and Financial Officer

About BTC:
BTC is the Belgian Development Agency which works with several Government ministries which are implementing the bilateral cooperation between Belgium and Uganda.

Job Summary:
The Administrative Assistant will primarily be responsible for a variety of administrative related tasks and responsibilities.

Key Duties and Responsibilities:

•     Receive visitors and make sure reception is attended to at all times.
•     Manage incoming and outgoing mail (e-mails, letters, etc); print copies if need be, register, file, transfer of signatories.
•     Assist with the administrative organization of missions (hotel reservations, travel documents, appointments, Visa, work permits and availability of vehicles.
•     Manage general interest e-mails, write standard letters and direct incoming calls.
•     Organize meetings (sending invitations, reservations, etc) and drafting meeting reports.
•     Share reports / documents to persons concerned (partners and projects).
•     Type certain letters / documents and send out E-mail messages, memos and letters.
•     Offer general administrative support i.e. make copies, scan documents, draw up and transfer certain forms, record CDs and send faxes.
•     Input leave / holidays and mission days into the central organizational schedule for BTC.
•     Manage petty cash transactions
•     Responsible for stores management
•     Prepare VAT claims and make VAT returns
•     Prepare and monitor watchmen schedule
•     Maintain records of all transactions and raise necessary payments whilst ensuring proper coding and amounts as per the allocated budgets.
•     Supervise the work of the drivers, guards and gardeners.
•     Follow up on the use of water, electricity and fuel on generator and maintain a record of monthly consumption to support reimbursement and improve accountability.
•     Perform any other duties as assigned by supervisor

Qualifications, Skills and Experience:

•     The applicant should hold a diploma or its equivalent in a relevant study field.
•     He/she should hold have at least a short cycle higher-studies (graduate) preferably in Business Administration
•     At least two to three years’ experience in clerical/accounting and administrative tasks.
•     Good working knowledge of Microsoft Office (Word, Excel, PowerPoint)
•     English proficiency
•     Excellent interpersonal, communication skills and good team player
•     Possess the ability to work under stressful conditions.

How to Apply:
If you believe you are the ideal candidate and desire a career in the Belgian Development Agency, please send your application letter and resume / CV plus copies of your academic certificates and three professional referees to:
The Resident Representative, BTC,
P.O. Box 40131, Kampala, Uganda
Or hand deliver directly to:
Lower Kololo Terrace, Plot 1B, Kampala, Uganda.
NB: Only shortlisted candidates will be contacted.