Office Assistant
2025-11-19T07:09:34+00:00
World Bank
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FULL_TIME
kampala
Kampala
00256
Uganda
Banking
Admin & Office
2025-11-27T17:00:00+00:00
Uganda
8
Duties and Responsibilities (includes but not limited to):
• Provide professional reception and administrative support services to the organization.
• Handle the reception desk and perform basic office functions such as welcoming visitors, guiding and providing appropriate information, sorting and distributing incoming mail, answering telephones, assisting in maintaining unit files in SharePoint, assisting with coordination of transport, managing office stationery and, serve as point of contact for receiving pouch and courier by registering incoming mail and follow-on outgoing mails.
• Work on multiple concurrent tasks with constant interruption with focus and attention to detail.
• Handle emergency situations in a calm, efficient and prompt manner with discretion and diplomacy.
• Asset and inventory management support: Undertake in coordination with Facilities and IT colleagues at least one mandatory annual inventory check in compliance with corporate guideline.
• Handle the physical custody of office supplies.
• Liaise with the Facilities Assistant and service contractors to manage day-to-day maintenance activities for the Uganda Office. Adopt a proactive approach through preventive maintenance and regular inspections, while also addressing issues promptly as they arise.
• Assist in preparing short documents, letters and electronically applying basic computer skills.
• Maintain/update regularly a database of CO Contact list and a CO Directory list, including ministries, UN agencies, hospitals, hotels, embassies etc., and arrange for its distribution at regular intervals.
• Ensure a neat and tidy appearance of reception and waiting area.
• Backs-up other team members in routine office functions, as required and especially SharePoint.
• Manage the office access system including security clearance for staff, visitors and meetings.
• In consultation with the Front Office, provide general Bank information and respond to routine inquiries or complaints from clients and members of the public as directed by management.
• Manage the boardroom schedule including scheduling of videoconferences and advise teams on availability of meeting rooms: Coordinate with the Hospitality team in ensuring the office board rooms are prepared ahead of the meeting.
Selection Criteria
- Preferable qualification of a Certificate/Diploma in Secretarial studies, Administration or an equivalent with at least 3 years of relevant working experience.
• Proficiency in using advanced functions of computer applications such as Microsoft Office (Word, Outlook, Excel, PowerPoint).
• Good command of written and spoken English.
• Strong interpersonal and communication skills.
• Excellent phone etiquette ensuring calls and messages are routed timely manner to the proper source.
• Demonstrated ability to collaborate effectively within diverse, multi-cultural teams, complemented by prior experience in an office assistant role. Background in client service within a multi-cultural environment is considered an added advantage.
• Sound organizational skills and ability to prioritize and deliver assignments as required.
• Ability to work under pressure and within specific deadlines.
• Ability to work with tact and respect confidentially, as appropriate.
Competences:
• Technology and systems knowledge - Able to conduct routine work using basic software applications (Microsoft Office, Outlook) and appropriate technology and/or database management systems.
• Project and task management – Attention to detail and ability to organize own work and complete assigned tasks within agreed timelines; and seeks guidance in organizing non - routine tasks.
• Institutional policies, processes, and procedures - Displays basic awareness of World Bank structure and demonstrates basic understanding and application of Bank Policies and Procedures.
• Flexibility and adaptability - Demonstrates ability and willingness to learn.
• Client Orientation - Demonstrates positive attitude towards clients and being able to maintain relationships.
• Drive for Results - Takes personal ownership/accountability to meet deadlines and achieve set goals.
• Teamwork (Collaboration) and Inclusion - Collaborates with other team members and contributes productively to the team's work and output, demonstrating respect for different points of view.
• Knowledge, Learning and Communication - Demonstrates tact and judgment, good listening and communication skills. Exhibits interest in learning and enhancing own abilities and sharing knowledge.
Note:Preference will be given to local talent, that is, applicants who are authorized to work in the duty station for any employer. Internal applicants may apply per existing guidelines.
Provide professional reception and administrative support services to the organization. • Handle the reception desk and perform basic office functions such as welcoming visitors, guiding and providing appropriate information, sorting and distributing incoming mail, answering telephones, assisting in maintaining unit files in SharePoint, assisting with coordination of transport, managing office stationery and, serve as point of contact for receiving pouch and courier by registering incoming mail and follow-on outgoing mails. • Work on multiple concurrent tasks with constant interruption with focus and attention to detail. • Handle emergency situations in a calm, efficient and prompt manner with discretion and diplomacy. • Asset and inventory management support: Undertake in coordination with Facilities and IT colleagues at least one mandatory annual inventory check in compliance with corporate guideline. • Handle the physical custody of office supplies. • Liaise with the Facilities Assistant and service contractors to manage day-to-day maintenance activities for the Uganda Office. Adopt a proactive approach through preventive maintenance and regular inspections, while also addressing issues promptly as they arise. • Assist in preparing short documents, letters and electronically applying basic computer skills. • Maintain/update regularly a database of CO Contact list and a CO Directory list, including ministries, UN agencies, hospitals, hotels, embassies etc., and arrange for its distribution at regular intervals. • Ensure a neat and tidy appearance of reception and waiting area. • Backs-up other team members in routine office functions, as required and especially SharePoint. • Manage the office access system including security clearance for staff, visitors and meetings. • In consultation with the Front Office, provide general Bank information and respond to routine inquiries or complaints from clients and members of the public as directed by management. • Manage the boardroom schedule including scheduling of videoconferences and advise teams on availability of meeting rooms: Coordinate with the Hospitality team in ensuring the office board rooms are prepared ahead of the meeting.
Preferable qualification of a Certificate/Diploma in Secretarial studies, Administration or an equivalent with at least 3 years of relevant working experience. • Proficiency in using advanced functions of computer applications such as Microsoft Office (Word, Outlook, Excel, PowerPoint). • Good command of written and spoken English. • Strong interpersonal and communication skills. • Excellent phone etiquette ensuring calls and messages are routed timely manner to the proper source. • Demonstrated ability to collaborate effectively within diverse, multi-cultural teams, complemented by prior experience in an office assistant role. Background in client service within a multi-cultural environment is considered an added advantage. • Sound organizational skills and ability to prioritize and deliver assignments as required. • Ability to work under pressure and within specific deadlines. • Ability to work with tact and respect confidentially, as appropriate.
JOB-691d6d2e12c06
Vacancy title:
Office Assistant
[Type: FULL_TIME, Industry: Banking, Category: Admin & Office]
Jobs at:
World Bank
Deadline of this Job:
Thursday, November 27 2025
Duty Station:
kampala | Kampala | Uganda
Summary
Date Posted: Wednesday, November 19 2025, Base Salary: Not Disclosed
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JOB DETAILS:
Duties and Responsibilities (includes but not limited to):
• Provide professional reception and administrative support services to the organization.
• Handle the reception desk and perform basic office functions such as welcoming visitors, guiding and providing appropriate information, sorting and distributing incoming mail, answering telephones, assisting in maintaining unit files in SharePoint, assisting with coordination of transport, managing office stationery and, serve as point of contact for receiving pouch and courier by registering incoming mail and follow-on outgoing mails.
• Work on multiple concurrent tasks with constant interruption with focus and attention to detail.
• Handle emergency situations in a calm, efficient and prompt manner with discretion and diplomacy.
• Asset and inventory management support: Undertake in coordination with Facilities and IT colleagues at least one mandatory annual inventory check in compliance with corporate guideline.
• Handle the physical custody of office supplies.
• Liaise with the Facilities Assistant and service contractors to manage day-to-day maintenance activities for the Uganda Office. Adopt a proactive approach through preventive maintenance and regular inspections, while also addressing issues promptly as they arise.
• Assist in preparing short documents, letters and electronically applying basic computer skills.
• Maintain/update regularly a database of CO Contact list and a CO Directory list, including ministries, UN agencies, hospitals, hotels, embassies etc., and arrange for its distribution at regular intervals.
• Ensure a neat and tidy appearance of reception and waiting area.
• Backs-up other team members in routine office functions, as required and especially SharePoint.
• Manage the office access system including security clearance for staff, visitors and meetings.
• In consultation with the Front Office, provide general Bank information and respond to routine inquiries or complaints from clients and members of the public as directed by management.
• Manage the boardroom schedule including scheduling of videoconferences and advise teams on availability of meeting rooms: Coordinate with the Hospitality team in ensuring the office board rooms are prepared ahead of the meeting.
Selection Criteria
- Preferable qualification of a Certificate/Diploma in Secretarial studies, Administration or an equivalent with at least 3 years of relevant working experience.
• Proficiency in using advanced functions of computer applications such as Microsoft Office (Word, Outlook, Excel, PowerPoint).
• Good command of written and spoken English.
• Strong interpersonal and communication skills.
• Excellent phone etiquette ensuring calls and messages are routed timely manner to the proper source.
• Demonstrated ability to collaborate effectively within diverse, multi-cultural teams, complemented by prior experience in an office assistant role. Background in client service within a multi-cultural environment is considered an added advantage.
• Sound organizational skills and ability to prioritize and deliver assignments as required.
• Ability to work under pressure and within specific deadlines.
• Ability to work with tact and respect confidentially, as appropriate.
Competences:
• Technology and systems knowledge - Able to conduct routine work using basic software applications (Microsoft Office, Outlook) and appropriate technology and/or database management systems.
• Project and task management – Attention to detail and ability to organize own work and complete assigned tasks within agreed timelines; and seeks guidance in organizing non - routine tasks.
• Institutional policies, processes, and procedures - Displays basic awareness of World Bank structure and demonstrates basic understanding and application of Bank Policies and Procedures.
• Flexibility and adaptability - Demonstrates ability and willingness to learn.
• Client Orientation - Demonstrates positive attitude towards clients and being able to maintain relationships.
• Drive for Results - Takes personal ownership/accountability to meet deadlines and achieve set goals.
• Teamwork (Collaboration) and Inclusion - Collaborates with other team members and contributes productively to the team's work and output, demonstrating respect for different points of view.
• Knowledge, Learning and Communication - Demonstrates tact and judgment, good listening and communication skills. Exhibits interest in learning and enhancing own abilities and sharing knowledge.
Note:Preference will be given to local talent, that is, applicants who are authorized to work in the duty station for any employer. Internal applicants may apply per existing guidelines.
Work Hours: 8
Experience in Months: 36
Level of Education: professional certificate
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