Department/Group: Operations
Reporting To: Operations officer
Years of Experience 1-2 years
Location: Mbarara
Travel Required: Up to 30%

About Raising the Village

We are Raising the Village (RTV) – an international development organization and a registered charity – on a mission to end ultra-poverty in Sub-Saharan Africa. Raising The Village is a fast-growing organization on an accelerated growth path. We have 350+ national staff in Uganda, Rwanda and DRC and a team of 10+ people in North America working together to lift communities out of ultra-poverty in last-mile villages. We operate at the intersection of direct implementation and advanced data analytics to inform progress, decision-making, and impact. To date we have supported more than 1M people through our innovative holistic approach and are on track to expand to reaching 1 million people annually in the region by 2027. We have achieved this tremendous growth with the support of our incredible partners from all around the globe who believe in our model and impact. Find out more about our programs and impact at: www.raisingthevillage.org.

Job Purpose

The Administrative Assistant will oversee day-to-day office administration, ensuring smooth, efficient, and well-organized operations. The role includes managing office equipment and inventory, handling front desk operations and visitor coordination, supporting inventory flow for Venn, coordinating the receiving and dispatch of items to and from the Mbarara office, and maintaining oversight of office cleanliness and staff welfare. The position plays a central role in creating a professional, welcoming, and well-managed office environment.

Main Responsibilities

Reception Support:

• Ensure that reception services are provided in a manner that visitors are provided with a warm welcome and that their needs are swiftly attended to.
• Ensure that all incoming communications (telephone calls, letters, email etc.) are responded to professionally and reliably passed on to the appropriate person(s).
• Ensure that Office equipment is switched off accordingly and the premises securely closed.
• Report all faulty equipment to the service provider. Continue to follow up until closed.
• Log and distribute packages delivered to the office and ensure acknowledgement by the recipients accordingly.
• Log all outgoing packages and notify recipients. Ensure recipient acknowledges/signs upon receipt.
• Ensure all front desk resources, forms and handbooks are current and updated regularly.
• Be the custodian of keys for pantry/reception and kitchen doors.
• Ensure cleanliness of the office by supervising Office Cleaner and ensure maintenance needs are raised to the relevant authorities
• Take direct charge of the security personnel to ensure they are doing their jobs right and escalating for support as required.
• Produce a monthly Inventory/stock report and share with Operations Officer to facilitate efficient use of items in the store while aiding re-stocking.
• Prepare invoices and payment request vouchers for all utilities (electricity bills, water bills, newspapers etc).

Administration support:

• Support administrative arrangements for the project events, meetings, workshops
• Assist in organizing staff training sessions, workshops and activities that take place in different field locations.
• Coordinate regular project team meetings (virtual and face to face) including preparation and distribution of minutes of meetings, summary notes and other documentation.
• Support staff to follow up logistical arrangements, bookings for conferences, venue, accommodation, and other logistical supplies for events.
• Coordinate and arrange staff wellness events and interactions.
• Provide timely and reliable support for travel arrangements, meeting arrangements and travel and accommodation booking for staff and other official visitors.
• Coordinate with flights focal person to ensure that all the flight requests-local & international are actioned in an efficient manner.
• Assist in onboarding new staff, visitors by providing them with the necessary support, showing them around the premises, guiding them on the sitting arrangement and providing documents and materials for on boarding.
• Support the Venn operations in printing of project related materials such as IDs, QR codes and other IEC materials.
• Performs any other duties that may be assigned from time to time.

Qualifications & Experience

• Bachelor’s Degree in Business Administration, Public Administration, Management, social sciences or any related discipline.
• 1-2 years of relevant professional experience in office administration and management, customer services.

Required Skills & Competencies

• Exceptional customer service skills
• Strong knowledge and experience of office administration and customer care services.
• Strong Organizational skills, ability to prioritize and multitask.
• Proficiency in documenting processes and keeping up with trends and best practices.
• Experience working with an International NGO.
• Ability to maintain discretion and confidentiality of information.
• Well-organized and process-oriented and with strong attention to detail.
• Strong written and spoken communications (English) skills.
• Excellent IT skills including MS Office and Google suite
• Strong interpersonal skills and ability to perform with limited supervision.

• Ensure that reception services are provided in a manner that visitors are provided with a warm welcome and that their needs are swiftly attended to.
• Ensure that all incoming communications (telephone calls, letters, email etc.) are responded to professionally and reliably passed on to the appropriate person(s).
• Ensure that Office equipment is switched off accordingly and the premises securely closed.
• Report all faulty equipment to the service provider. Continue to follow up until closed.
• Log and distribute packages delivered to the office and ensure acknowledgement by the recipients accordingly.
• Log all outgoing packages and notify recipients. Ensure recipient acknowledges/signs upon receipt.
• Ensure all front desk resources, forms and handbooks are current and updated regularly.
• Be the custodian of keys for pantry/reception and kitchen doors.
• Ensure cleanliness of the office by supervising Office Cleaner and ensure maintenance needs are raised to the relevant authorities
• Take direct charge of the security personnel to ensure they are doing their jobs right and escalating for support as required.
• Produce a monthly Inventory/stock report and share with Operations Officer to facilitate efficient use of items in the store while aiding re-stocking.
• Prepare invoices and payment request vouchers for all utilities (electricity bills, water bills, newspapers etc).
• Support administrative arrangements for the project events, meetings, workshops
• Assist in organizing staff training sessions, workshops and activities that take place in different field locations.
• Coordinate regular project team meetings (virtual and face to face) including preparation and distribution of minutes of meetings, summary notes and other documentation.
• Support staff to follow up logistical arrangements, bookings for conferences, venue, accommodation, and other logistical supplies for events.
• Coordinate and arrange staff wellness events and interactions.
• Provide timely and reliable support for travel arrangements, meeting arrangements and travel and accommodation booking for staff and other official visitors.
• Coordinate with flights focal person to ensure that all the flight requests-local & international are actioned in an efficient manner.
• Assist in onboarding new staff, visitors by providing them with the necessary support, showing them around the premises, guiding them on the sitting arrangement and providing documents and materials for on boarding.
• Support the Venn operations in printing of project related materials such as IDs, QR codes and other IEC materials.
• Performs any other duties that may be assigned from time to time.

• Exceptional customer service skills
• Strong knowledge and experience of office administration and customer care services.
• Strong Organizational skills, ability to prioritize and multitask.
• Proficiency in documenting processes and keeping up with trends and best practices.
• Experience working with an International NGO.
• Ability to maintain discretion and confidentiality of information.
• Well-organized and process-oriented and with strong attention to detail.
• Strong written and spoken communications (English) skills.
• Excellent IT skills including MS Office and Google suite
• Strong interpersonal skills and ability to perform with limited supervision.

• Bachelor’s Degree in Business Administration, Public Administration, Management, social sciences or any related discipline.
• 1-2 years of relevant professional experience in office administration and management, customer services.