Vacancy title:
Administration Assistant

[Type: FULL_TIME, Industry: Healthcare, Category: Admin & Office]

Jobs at:
Emergency

Deadline of this Job:
Sunday, September 21 2025

Duty Station:
Uganda | Kampala | Uganda

Summary
Date Posted: Thursday, September 4 2025, Base Salary: Not Disclosed

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JOB DETAILS:

REPORTING TO: The Administration Supervisor and ultimately the Country Director

SCOPE OF THE POSITION: The Admin Assistant assists the Administration Supervisor in the implementation of all administrative activities at project level together with Admin Office colleagues and ensures that all administrative procedures are followed in order to provide efficient, accountable and transparent administrative services to the project.

DUTIES AND RESPONSIBILITIES OF THE POSITION:

The Admin Assistant is responsible for, but not limited to:

1. Administration and controlling

• Contribute to ensure that the purchasing policy and administration procedures are implemented as detailed in the Administrative and Financial Manual and Work Instructions, and follow the criteria established by the organization;
• Ensure that all project documents are stored in a manner that complies with internal rules and regulations, and with external requirements;
• Register receipts and invoices according to the organization accounting system and Work Instructions;
• File taxes on URA portal and meet the related deadlines;
• File social insurance details on NSSF portal and meet the related deadlines;
• Support in case of audits;
• Deal with officials and relevant authorities according to the instructions received by the supervisors;
• Support the colleagues in relations with suppliers;

2. Cash Management

• Be in charge of a small safe and manage cash following the procedure and instructions given, if needed;
• Handle cash advances and keep the advance books;
• Manage cash using official tools and demanding respect of internal rules;

3. National staff salaries

• Monitor and update the Personnel Database;
• Compile the payroll, keeping track of and calculating salaries, taxes, NSSF, allowances, overtimes, salaries advances and loans;
• Issue pay slips and perform payment of salaries after approval by the supervisors;
• Ensure all pay slips are printed, approved, shared with and signed by staff;
• Keep confidential all staff personal records.

4. Reporting

• Report regularly on the status of the works, against the agreed plan;
• Generate specific reports under request.

REQUIRED SKILLS:

• Bachelor’s degree in Business Administration and/or Accounting;
• 2–3 years of proven experience in similar roles;
• Good knowledge of the Microsoft Office package (Excel, Word, PowerPoint) at an advanced level;
• Fluent English and the ability to work in an international environment are preferred.

WORKING CONDITIONS:

• Contract of employment: Fixed-term (6 months), with renewal expected upon satisfactory performance and organizational needs.
• Salary: UGX 1,360,000 – 1,700,000 per month, according to experience and internal salary scale.
• Social benefits: GPA, National Social Insurance, Health Insurance;
• Leaves: 21 paid leave days and additional leave types.

Work Hours: 8

Experience in Months: 24

Level of Education: bachelor degree

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