IT/ Office Assistant (national position)

Malteser International, the worldwide relief agency of the Order of Malta for humanitarian aid, works in more than 20 countries in Africa, Asia and the Americas for people in need, regardless of their religion, origin or political affiliation. Its mission is to provide emergency relief as well as to implement rehabilitation measures and to facilitate the link between emergency relief and sustainable development. Christian values and the humanitarian principles of impartiality and independence form the basis of its work in the following areas: Relief, Reconstruction & Rehabilitation; Health & Nutrition; Water, Sanitation & Hygiene (WASH); Livelihood & Social Programs and Disaster Risk Reduction.
  



Malteser International has been implementing projects in Uganda for over two decades focussing mainly on Health and WASH, with a plan to expand into Environmental Protection and Livelihoods sectors soon.

For its work in Kampala, Uganda, Malteser International is looking for an experienced IT/ Office Assistant (national position).

The responsibility of the IT/Office Assistant is to provide IT assistance to the country office as well as act as the office assistant.

Responsibilities:

IT:

• Running regular checks on network and data security
• Identifying and acting on opportunities to improve and update software and systems
• Conducting regular system audits
• Running and sharing regular operation system reports with senior staff
• Identifying opportunities for team training and skills advancement
• Troubleshoot computer, printers and scanners and operating systems that are malfunctioning to identify faults and fix them
• Monitoring and ensuring network security and connectivity, network performance, availability, utilization and test for weaknesses
• Maintaining professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks
• Set up outlook accounts for the staff
• Resolve problems reported by end user
• Examine the day-by-day performance of the organization’s network
• Communicating with the service providers in case of disconnection of the Internet

OFFICE ASSISTANT:

•  Maintain an attractive, clean and safe reception area
• Office management and ensuring necessary supplies for the office, as well as stock-keeping
• Act as focal point for receiving all visitors and guests, ensure they are briefed and attended to
• Ensure visitors are advised in advance of all arrangements
• Review and verify bills received for activities, goods, and others directly in relation to the project/program and for facilities (office, permanent staff residences) including utilities, maintenance, provision of standard supplies and equipment
• Assist in audit preparation and ensures all required documentation needed for audits are available
• Manage office correspondences and maintain a tracking and record keeping system for all incoming and outgoing correspondences
• Maintain contact lists
• Assist in Scanning and filing of the financial documents
• Responsible for the store for stationary and record keeping
• Responsible for receiving, collecting and sending invoices to appropriate departments
• Responsible for giving out cheques to the suppliers and receiving receipts
• Recording inventory in and inventory out for the organization
• Support the finance team in picking sample documents from the Archives
• Support in the preparation of PRF and ensuring that all documents are filled out according to the regulations in close collaboration with all department 

Qualifications:

• Completed a university degree in ICT or related field
• 2-3 years of experience in a similar position
• Experience in basic troubleshooting
• Strong organizational skills; computer literate with hands on MS Office programs, especially in MS Excel
• A demonstrated ability to multi-task and process information into action as to not delay program activities
• Fluency in English (written and spoken)

Conditions:

• Starting date: 01 June 2019
• Duty Station: Kampala, Uganda
• Duration of contract: 12 months
• Salary according to qualification and experience
• Kindly note that this a national position with a local contract​