Administrative Assistant – Raising The Village | Jobs in Uganda

Organization: Raising The Village (RTV)

Duty Station: Mbarara, Uganda

Employment Type: Full-Time

Job Category: Administration

Department: Operations

Reports To: Operations Officer

Travel Requirement: Up to 30 percent

Job Overview

Raising The Village (RTV) is seeking a highly organized, proactive, and service-oriented Administrative Assistant to support day-to-day office administration at its Mbarara office. This role presents an excellent opportunity for professionals seeking meaningful Jobs in Uganda within an international non-governmental organization focused on community development and operational excellence.

The Administrative Assistant plays a central role in ensuring smooth, efficient, and well-organized office operations. The position supports reception services, office administration, inventory and asset oversight, logistics coordination, and staff welfare. The role contributes directly to creating a professional, welcoming, and well-managed working environment that enables program teams to deliver effectively.

This position requires strong organizational skills, attention to detail, excellent customer service, and the ability to manage multiple tasks in a fast-paced operations environment.

Main Responsibilities

Reception and Front Desk Support

• Ensure reception services provide a warm, professional, and welcoming experience to all visitors.
• Respond promptly and professionally to all incoming communications including telephone calls, emails, letters, and walk-in inquiries.
• Direct visitors and communications to the appropriate staff members in a timely manner.
• Ensure office equipment is switched off appropriately and premises are securely closed at the end of the day.
• Report faulty office equipment to service providers and follow up until issues are resolved.
• Receive, log, and distribute incoming packages and ensure recipients acknowledge receipt.
• Log all outgoing packages and notify recipients, ensuring proper documentation and acknowledgment.
• Maintain and update front desk resources, forms, handbooks, and informational materials.
• Serve as custodian of keys for reception, pantry, and kitchen areas.

Office Administration and Facilities Oversight

• Supervise office cleanliness by coordinating the Office Cleaner and reporting maintenance needs to relevant authorities.
• Provide direct oversight of security personnel to ensure adherence to duties and escalate concerns where required.
• Maintain oversight of office inventory, supplies, and equipment.
• Produce monthly inventory and stock reports and share them with the Operations Officer to support efficient stock management.
• Prepare invoices and payment request vouchers for utilities including electricity, water, newspapers, and related services.
• Support proper management and flow of inventory related to Venn operations.

Administrative and Logistics Support

• Provide administrative support for project events, meetings, workshops, and field-based activities.
• Assist in organizing staff training sessions, workshops, and internal activities across different locations.
• Coordinate regular project team meetings, both virtual and in-person.
• Prepare, compile, and distribute meeting minutes, summary notes, and supporting documentation.
• Support staff in coordinating logistical arrangements including conference bookings, venues, accommodation, and supplies.
• Provide timely and reliable support for travel arrangements, accommodation bookings, and meeting logistics.
• Coordinate with the flights focal person to ensure all local and international flight requests are processed efficiently.

Staff Support and Onboarding

• Assist with onboarding of new staff and visitors by providing orientation, workspace guidance, and required documentation.
• Support coordination of staff wellness events, team-building activities, and internal engagements.
• Ensure staff welfare needs within the office environment are identified and addressed appropriately.

Operational Support

• Support Venn operations through printing and preparation of project materials such as identification cards, QR codes, and IEC materials.
• Ensure proper documentation and filing of administrative records.
• Perform any other administrative or operational duties assigned from time to time.

Qualifications and Experience

• Bachelor’s Degree in Business Administration, Public Administration, Management, Social Sciences, or a related discipline.
• Demonstrated professional experience in office administration, management, or customer service roles.
• Experience working in an international non-governmental organization is an added advantage.

Required Skills and Competencies

• Exceptional customer service and interpersonal skills.
• Strong organizational and multitasking abilities with attention to detail.
• Proven experience in office administration and customer care services.
• Ability to prioritize tasks and manage competing demands effectively.
• Strong documentation skills and ability to maintain accurate records.
• Ability to maintain discretion and confidentiality of sensitive information.
• Strong written and spoken communication skills in English.
• Proficiency in Microsoft Office and Google Workspace applications.
• Strong interpersonal skills and ability to work with minimal supervision.
• Well-organized, process-oriented, and adaptable in a dynamic work environment.

Work Environment and Values

Raising The Village provides a collaborative, inclusive, and mission-driven work environment. The organization values professionalism, accountability, equity, and continuous improvement. Staff are supported to perform at their best while contributing to meaningful community impact.

How to Apply

Interested candidates are encouraged to submit their applications through the official Raising The Village recruitment platform.

Application Method: Online Application

Only shortlisted candidates will be contacted.

Equal Opportunity Statement

Raising The Village is committed to equity and inclusion in the workplace and is proud to be an equal opportunity employer. All qualified applicants are encouraged to apply without discrimination.

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