Organization Summary:

Hope After Rape (HAR) is a national indigenous NGO in Uganda dedicated to empowering vulnerable communities. HAR’s vision is a Resilient, Dignified and Safe Society.
HAR has received a two-year grant award from Enabel, the Belgian Development Agency, under the framework of Green and Decent Jobs for Youth (WeWork) in the Busoga region. This initiative aims to improve the livelihoods of 300 vulnerable youths in Kamuli District by equipping them with sustainable green skills for regular income and financial independence.

Job Description:

support organizational operations by performing clerical tasks, managing schedules, handling communications, and maintaining records to ensure efficient office functionality.

Key Duties:

1. Office Administration:
o Manage the day-to-day administrative functions of the HAR Coordination Office, ensuring smooth office operations. o Maintain office supplies inventory by checking stock, anticipating needs, and placing orders. o Organize and manage office-filing systems (electronic and physical) to ensure easy access and retrieval of information. o Serve as the first point of contact for office visitors and external communications, including handling incoming calls, emails, and correspondence.
2. Meeting Coordination:
o Schedule and coordinate meetings, workshops, and events, ensuring proper documentation of minutes and follow-up actions.
o Prepare meeting venues, materials, and equipment as needed. o Maintain a calendar of appointments and key project milestones for the coordination office.
3. Support to Project Teams:
o Assist in the preparation of project reports, presentations, and other documentation as requested. o Provide logistical support for field activities, including travel arrangements for staff and procurement of resources.
o Support the finance and HR teams with administrative tasks such as filing expense reports, timesheets, and leave requests.
4. Compliance and Records Management:
o Ensure that all administrative procedures comply with organizational policies and donor requirements. o Maintain confidentiality and security of sensitive documents, including project and personnel records.
5. Office Maintenance:
o Oversee cleanliness and organization of the coordination office to maintain a professional working environment. o Ensure office equipment (e.g., computers, printers, and photocopiers) is operational by coordinating repairs and maintenance when necessary.
6. Support to HR and Procurement:
o Assist in on boarding new staff, including preparing induction materials and ensuring workstations are ready.
o Provide support in procurement processes, including documentation, coordination with suppliers, and maintaining procurement records.

Qualifications, Skills & Experience:

• Minimum of a diploma in business administration, office management, or a related field.
• At least 2 years of experience in an administrative or office support role, preferably in an NGO or donor-funded project.
• Proficiency in MS Office applications (Word, Excel, PowerPoint, and Outlook).
• Strong organizational and multitasking abilities.
• Excellent verbal and written communication skills.
• Good team-building skills.
• Demonstrated ability to maintain confidentiality and handle sensitive information.
• Familiarity with office equipment and administrative tools.

How to Apply:

Follow the link below to fill out a form and submit your application documentation.
https://form.jotform.com/242695270311554
Filling the form more than once will lead to automatic disqualification and a high level of integrity
while filling out the form is required and will be considered during shortlisting.