The Office Assistant is responsible for managing and
providing high quality administrative and logistical support, including other
operational aspects to the CARE Uganda Field office. The purpose of this position is to ensure that there is efficiency and
effectiveness in the administration services function through cordial, timely,
effective internal and external communication.
Responsibility # 1 Provide
effective and efficient administrative support to the respective office (50%)
reception services as and when required.
requisitions in PeopleSoft as and when required.
Office Petty Cash.
d. Photocopying, scanning and binding
documents as needed.
e. Support in Fleet Management.
Responsibility # 2 Monitor the outsourced services provided at the CARE Uganda Office(30%)
a. Supervise office cleaning services so that they do not inadvertently damage any organization property during cleaning (for instance not wetting electrical items, treating fragile items with care)
and follow-up on repairs needed with external service providers to ensure works
are done and are value for money.
Responsibility # 3. Receive
and issue supplies to authorized users quickly and efficiently (10%) .
a. Prepare online PeopleSoft
goods received notes for goods and services ensuring that they are delivered
according to specifications (correct recipient, location, time, appropriate
b. Reconciling purchase
orders with goods received; quickly addressing any problems or concerns and
referring them to appropriate staff.
c. Support logistics with
preparation of fuel efficiency reports as guided by the operations officer
Responsibility #4: Promote Gender Equity and Diversity & Safeguarding
Practice a behavior that is
consistent with CARE’s core values, and promotion of gender equity and
Plays a leadership role in identifying
and implementing initiatives that enhance CARE’s commitment to gender and
Ensure that CARE
Safeguarding policies and procedures are adhered to by all and the staff that
S/he supervisors both directly and indirectly.
Ensure that staff and related
personnel under your jurisdiction are familiar with the following
organizational policies and procedures and can identify when needed how these
may have been breached, The CI Safeguarding policy, Protection from Sexual
Harassment, Exploitation and Abuse and Child Abuse, The anti-discrimination and
harassment policy, The code of conduct and the organizations Values.
Responsibility # 5 Any other duties assigned
from time to time (5%).
Support the Field Operations
Coordinator from time to time
Step in and cover for Field Operations
Coordinator from time to time
Take on stretch assignments assigned
from time to time
The routine function of the Office
Assistant is supervised by the Field Operations Coordinator. The role is
responsible for maintaining excellent relationship and communication with internal
clients and external stakeholders.
The mandate of this role is to
support the CARE Uganda Field office in accordance to the rules and guidelines
of CARE International.
The position is based in Arua.
Diploma in business administration with relevant experience.
Computer Literacy is very important to ease business engagement.
RELATED EXPERIENCE AND KNOWLEDGE:
At least 1-2 years of experience in a similar role
Proficiency in the operation and use of office tools/ equipment,
and an understanding of internal work processes, protocols, and procedures.
Ability to learn quickly and adopt to changing requirements in a
Good communication skills, fluency in spoken English, Karamojong
and Swahili required
Good customer care and self-presentation
Dependability and attention to detail (verbal, written, telephone)
• Integrity &
Drive for results
Learning on the fly
Cross cultural sensitivity
Cross cultural agility