Administrative Jobs at UGANDA NATIONAL OIL COMPANY and other companies

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Deadline of this Job: 07 October 2022
Job purpose:
• Provide general administrative services to support UNOC business operations

1.3 Essential Duties
• Answer incoming calls and direct them to appropriate officers.
• Record and distribute appropriately all incoming and outgoing correspondences in the department
• Manage the documentation storage and retrieval in the respective department and efficiently label files for easy identification
• Establish a track record of the movement of documents in the files for easy reference and accountability
• Type letters, memos, reports and other correspondences of the department
• Undertake other activities administrative activities such as photocopying, binding documents and filing
• Support departmental meetings, engagement in scheduling, booking rooms, availing refreshments and any documentation as required.
• Coordinate staff and UNOC guest travels including Air Ticket and Hotel booking.
• Generate minutes for minutes and engagements in the department and ensure actions are followed through.
• Participate in preparing and monitoring of departmental plans and budgets.
• Support consolidation of the monthly departmental reports.
• Provide for Front Office cover in inevitable circumstances.
• Assist in the ordering, receiving, stocking and distribution of departmental supplies and maintain a database of such supplies.
• Initiate procurement processes in the department and liaise with the Procurement Unit to ensure timely delivery of the required goods and services
• Any other duties as may be assigned.

Qualifications, Experience and Attributes:
• A Bachelor's Degree [Honours] in either Social Sciences, Law, Arts, Development Studies, Public Administration, Social Administration, Office and Information Management, Business Administration, Secretarial Management, Administrative Secretary or any relevant degree
• 0- 3 years of relevant working experience.
• Working knowledge of office management systems, procedures and equipment.
• Proficiency in MS Office [MS Word, MS Excel, MS PowerPoint and MS Outlook
• Excellent organizational, planning, written and verbal communication skills.
• Excellent time management skills and the ability to prioritize and multitask

Deadline of this Job: 07 October 2022
Essential Duties
• Responsible for answering incoming calls, directing calls to appropriate offices,
• Provide callers and or visitors with information such as company address, directions to the company location, website and other related information.
• 3. Maintains safe and clean reception area by complying with procedures, rules, and regulations
• 4. Receive mail, distribute it to the respective offices and make follow up on correspondences
• 5. Schedule, organise and co-ordinate internal meetings.
• 6. Co-ordinate staff and UNOC guest travels including Air ticket and Hotel bookings
• 7. Assists in the ordering, receiving, stocking and distribution of office supplies
• 8. File, record and track documents coming in and going out as may be assigned.
• 9. Type letters, memos, reports and other correspondences as may be assigned.
• 10. Assist in the preparation of presentations as may be assigned.
• 11. Perform secretarial services to meetings as may be assigned.
• 12. Undertake other related clerical duties such as photocopying, faxing and filing.
• 13. Maintain a database of such supplies and maintain a database of supplies.
• 14. Any other duties as may be assigned from time to time.

Qualifications and attributes:
• A Bachelor's Degree [Honours] in Social Sciences, Arts, Development Studies, Public Administration, Social Administration, Office and Information Management, Business Administration, Secretarial Management, Administrative Secretary or any relevant degree
• b) 0-3 years working experience as an administrative assistant, virtual assistant or office administrative assistant.
• c) Working knowledge of office management systems, procedures and equipment.
• d) Proficiency in MS Office [MS Word, MS Excel, MS PowerPoint and MS Outlook.
• e) Excellent Interpersonal and communication skills
• f) Ability to relate with different stakeholders
• g) Courteous and respectful
• h) Strong attention to detail
• Ability to multi-task
• j) Improvisation and decision-making ability
• k) A high sense of personal grooming

Deadline of this Job: 04 October 2022
National Administrative and Finance Officer (NAFO)-BRIGHT Project
Context and background

The International Fertilizer Development Center (IFDC) is an independent non-profit organization that combines innovative research, market systems development, and strategic partnerships to spread sustainable agricultural solutions for improved soil health, food security, and livelihoods around the world.
IFDC is recruiting for the above project in Uganda.
‘Building Resilience and Inclusive Growth of Highland farming systems for rural Transformation’ (BRIGHT) will target over 100,000 Ugandan highland households in Kigezi, Mt Elgon, and Rwenzori regions, building project interventions from the ground up that are based on the aspirations and needs of targeted farming households and communities. BRIGHT seeks to build the resilience capacity of farm households and the farming systems to recover from external shocks in an ever-changing context through absorption, adaptation, and transformation and, in so doing, increase incomes and food and nutritional security of all farmers, from subsistence-oriented farm households to more market-oriented ones.
The proposed project aims to achieve the following main impacts:
1. Increased resilience, nutritional outcomes, and income for smallholder farm households; and
2. Increased eco-efficient farming, making sustainable use of and protecting natural resources
IFDC is seeking to recruit a qualified individual to fill the position of NAFO for the above project, to be based in Fort Portal field offices.

Position summary
The National Administration and Finance Officer will be a national position and reports to the Project Manager and technically to the IFDC ESA Regional Finance Officer. He/She will be based in IFDC Fort Portal offices.

Duties & Responsibilities.
1. Ensure monthly fund request is prepared and submitted on a timely basis;
2. Manage the countries Payroll and ensure staff salary and benefits are paid in a timely manner while ensuring that all legal requirements regarding employment of staff are implemented (social security, income tax, work schedule
3. Ensure that country office accountant/s are given the required support and guidance in NetSuite and ensure that the monthly accounting is closed on a timely manner.
4. Offers support to the HQ Accountants and answers all finance and accounting related queries and reconciliations requested.
5. Serve as contact point between IFDC Country Office, Field Program office and HQ regarding Administrative, and Finance issues.
6. Review and analyze all management reports, (vehicle management, procurement status, inventory, physical verification of inventory process, and other related management reports) and give feedback and recommendations to Country Director
7. Oversee the day to day administrative functions of the office and its satellite offices
8. Schedules appointments and meetings for the Project Manager
9. Supervise the Administrative and Finance staff in country office;
10. Ensure the staff understand and observe IFDC Procedures Manual;
11. Conduct induction session for newly recruited staff;
12. Maintain staff files of local staff and consultants;
13. Ensure all staff submits their timesheets at the same time ensure the timesheets for international staff are sent to HQ and keep up to date record of the hard copies;
14. Monitor leave requests from staff and inform all team members about absences;
15. In close collaboration with the project administration officer, ensure general day-to-day project administration, including but not limited to purchase of equipment and services, organization of travels, logistics for project activities;
16. Assist the country staff in organizing the annual evaluation of local staff
17. Support the projects in review of the partners and subgrantees financial reports ensuring compliance.
18. Ensure financial integrity of the office by instituting appropriate internal controls;
19. Serve as contact point between IFDC Office regarding Administrative and Finance issues;
20. Monitor the implementation of the project budget as per project guidelines provide regular analysis to the Project Manager on budget areas of potential over/underspend
21. Monitor the accounting and compliance with expenditure authorization requirements from requisitions through Field Programs office approvals to complete support document trails
22. Support HR department in HR related matters as requested.
23. Supervise office logistics: procurements and yearly inventory and travel arrangements for staff;
24. Provide support to the Project Manager on all other administrative and financial issues;
25. Perform any other duties deemed necessary and requested by the supervisors;

Supervision and team collaboration
The NAFO is supervised by and reports to the Project Manager while technically reporting to the IFDC East and Southern Africa Regional Operations Officer. The NAFO will supervise the Office Accountant, Partnership and Grants Officer, Finance and Admin Assistant, and the office drivers.

Position and duty station
This is a national position with a duty in the Fort Portal field offices.
The position requires minimal travels (About 20% of the time) in target regions in Uganda and may require some international travel to other IFDC countries.

Required Skills
• Ability to work independently under pressure and meet strict deadlines.
• Ability to work in a multidisciplinary and international environment
• Strong interpersonal skills, team working skills with ability to maintain effective work relationships.
• Previous experience as Financial and Administrative Manager or any relevant experience.
• Excellent communication skills with ability to express ideas clearly, logically and effectively
• Ability to assess priorities and work on own initiative
• Great organizational skills and attention to detail in operationalization of administrative and finance tasks.
• Good communication and interpersonal skills.
• Strong sense of integrity and personal commitment to the achievement of goals.
• Good teamwork skills and ability to work in a multicultural environment.
• Advanced knowledge in accounting

Required Experience
• Master’s Degree in Business Administration, Finance Management, Accounting or any other related field and capacity for detail
• At least 10 years of experience in accounting
• Practical experience in the management of donor funded projects in the NGO sector;
• Strong computer skills with experience in MS office software and internet;
• Proficiency in English, both in verbal and written communication;
• Ability to communicate in French, as a second language, would be a added advantage;

Deadline of this Job: 28 September 2022
Job Summary
We are looking for a pleasant Administrator/front desk officer to undertake all receptionist and clerical duties at the desk of our main entrance. A customer-oriented approach is essential to make a good first impression on any visitors or customers.
Reports to: Finance Manager

Education: Diploma in Office Management
Experience: A minimum of 2 years post qualification experience, preferably with an NGO.
*This position is reserved for persons with Albinism

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