Administrative Assistant – Raising The Village (RTV) | 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

Experience Level: 1–2 Years

Travel Requirement: Up to 30%

Job Overview

Raising The Village (RTV) is seeking a proactive, highly organized, and service-oriented Administrative Assistant to support its operations in Mbarara. This role offers a valuable opportunity for professionals seeking impactful Jobs in Uganda within an international non-governmental organization committed to operational excellence and community development.

The Administrative Assistant will oversee day-to-day office administration to ensure 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, security, and staff welfare.

This position plays a central role in creating a professional, welcoming, and well-managed office environment that supports staff productivity and effective program delivery.

Main Responsibilities

Reception and Front Desk Support

• Ensure reception services provide a warm, professional welcome and that visitor needs are attended to promptly.
• Receive and respond to all incoming communications, including telephone calls, emails, letters, and walk-in inquiries.
• Accurately direct communications and visitors to the appropriate staff members.
• Ensure office equipment is switched off appropriately and premises are securely closed.
• Report faulty office equipment to service providers and follow up until issues are resolved.
• Log and distribute incoming packages and ensure recipients acknowledge receipt.
• Log outgoing packages, notify recipients, and ensure acknowledgment upon receipt.
• Ensure all front desk resources, forms, handbooks, and reference materials are current and updated.
• Act as custodian of keys for reception, pantry, and kitchen doors.

Office Administration and Facilities Oversight

• Ensure office cleanliness by supervising the Office Cleaner and reporting maintenance needs to relevant authorities.
• Provide direct oversight of security personnel to ensure duties are performed correctly and escalate concerns when necessary.
• Manage office equipment, supplies, and inventory.
• Produce monthly inventory and stock reports and share them with the Operations Officer to support effective restocking.
• Prepare invoices and payment request vouchers for utilities such as electricity, water, and newspapers.
• Support the efficient flow of inventory related to Venn operations.

Administrative and Logistics Support

• Support administrative arrangements for project events, meetings, and workshops.
• Assist in organizing staff training sessions, workshops, and activities across different field locations.
• Coordinate regular project team meetings, both virtual and in-person.
• Prepare, compile, and dis