Administrative/HR Assistant job at LWF Uganda | Apply Now

Administrative function.

• Handle internal and external mail/courier distribution, delivery and dispatch efficiently and maintain a register for that purpose.

• Filing of assigned program documents and correspondence in an orderly manner and ensure safe custody of confidential files as required.

• Assist in supervising the guard/gardeners, housekeepers, office assistants and ensure that they carry out their duties in accordance with their respective schedules.

• Oversee and monitor the proper use and maintenance of office facilities and equipment and ensure availability of required consumables, supplies and timely repairs of equipment.

• Maintain a visitor’s book and ensure it is readily available for use.

• Responsible for arranging and booking accommodation for staff and visitors.

• Ensure that the front desk area is clean, tidy, orderly and adequately served during working hours by handling visitors professionally.

• Receive, verify and record office supplies and maintain accurate records of their usage.

• Display bulletins, notices and communication on the notice boards.

• Receive, compile and transmit staff medical fund claims for processing.

• Enter all excel sheet SRs for all the projects into the sage system.

Human Resources function.

• Assist in the coordination of the interviews process that includes ensuring interview venue is properly set, documents prepared and computers are available for written tests.

• Arrange and manage orientation schedules for new staff.

• Ensure that staff records are complete, up to date and kept confidential.

• Maintain staff lists by location, project and gender and provide to the HR Officer on a monthly basis.

• Ensure all employees are issued with Identity Cards and medical cards, and that those who leave employment return identity cards.

• In coordination with the logistics department, ensure logistical arrangements are efficiently made to facilitate training events.

• Ensure that staff prepare and submit training reports after each training attended.

• Maintain a staff training record database and training events calendar.

• Assist the Admin/HR Officer update the staff leave records to include: reconciling of staff leave, preparation of monthly Leave report summary for all staff and generation of the Leave reports each month.

• Maintain file copies of all outgoing and incoming correspondence with the medical service providers.

• Manage the filling system for the HR department

• Monthly review of personnel files against the HR checklist for accuracy and completeness of personnel records and filing.

• File all documents promptly and retrieve them when requested.

• Maintain contracts/agreements schedule for HR services ensuring that agreements are renewed timely – a month prior to expiry following systematic procurement process.

• Maintain employee confidence and protect operations by keeping human resource information confidential.

• Coordinate all events at the office for instance farewells and end of year meetings.

Staff Supervision and Management.

• Supervise the cleaners/office assistants/guards, motivating them, supporting them and instilling discipline and ensuring adequate performance.

• Implement performance management processes and regularly set targets for staff under your supervision and conduct effective staff appraisals.

• Trouble shoot administrative issues as they arise and support the Admin/HR Officer to raise effective decisions.

• Coordinate logistics support for internal staff in cases of transfers, relocations and support field visits.

Procurement management

• Prepare all necessary documentation for procurement of goods and services in accordance with the Procurement Manual.

• Prepare and review purchase orders (LPOs) and contracts, preparation of recurrent purchase orders for contracting of services.

• Prepare and update vendors profiles.

• Ensure proper filling of all procurement documents in accordance with LWF procurement guidelines.

• In consultation with suppliers/vendors, he/she coordinates the delivery processes to ensure that the distribution plan is adhered to.

• Assist in soliciting quotations from different suppliers as identified by the procurement committee and ensure that timely payments are made to suppliers

• Ensure that cash advances for procurement are accounted for in an appropriate and timely manner.

• Prepare monthly procurement status reports of supply requisitions and purchase orders completed, in-process and pending.

• Compile Invoices/documents for submission to the finance department for payment.

Logistics and store management

• Inspect all organizational Fleets to ensure that all are in good mechanical condition and make sure repairs are done on time.

• Ensure proper management of all lubricants and Fuel and submit monthly utilization reports.

• Ensure that all drivers and riders properly manage the vehicles and motorcycles assigned to them; all have riding permits and safety gear.

• Effectively receive/dispatch commodities including transhipment (truck to truck) against official approved documentation (e.g., waybills and/or delivery notes) ensuring accuracy in the physical count of commodities including the quality in compliance with the established standards.

• Carry out stock reconciliation and accurate inventory checks supporting internal control systems.

• Perform daily inspections and prepare reports on the quantity and quality of the commodities received/dispatched and handled, detect promptly and analyse reasons for stock discrepancies/damages, investigate missing quantity, and prepare store loss reports recommending appropriate solutions, to enable informed decision-making.

Others

• Performs any other relevant duties that may be assigned by the Senior Admin/HR Officer/Support Services Coordinator.