Administrative Assistant

GiveDirectly (GD) provides cash grants directly to people living in extreme poverty. Since launching in 2011, GD has raised over $1B, delivered cash to more than 1.5 million recipients, launched operations in 15 countries, and continues to expand its reach across the Global South. GD has also grown the research base supporting unconditional cash with 20 randomized control trials from its programs, generating rigorous evidence across countries and contexts. As a result, GD has been celebrated as one of the most innovative non-profit companies by Fast Company, while the growing cash transfer movement (and GD’s leading role within it) has been featured in the New York Times Magazine, This American Life, Foreign Affairs, and The Economist.

Across our global offices, our culture is candid, analytical, non-hierarchical, and agile. We work alongside 750+ individuals who come from 21 different countries and speak 69 different languages. Team members at GiveDirectly attest that diversity, equity, and inclusion are not just buzzwords, but a fundamental part of our culture and values. We actively seek to recruit individuals from the communities we serve, and use DEI as a lens in our hiring practices, programs, and initiatives. Our goal is to maintain a workplace where everyone can bring their authentic selves to work, and feel valued and respected for who they are. We strive to be inclusive of all cultures and experiences while upholding our values globally. In the spirit of our “Know Yourself and Grow” value, we recognize there is always room to improve our team’s working experience. But day to day, we aim to “Create Positive Energy” – we take care of one another, have fun, aim to maximize flexibility and accessibility in roles, and pursue professional development opportunities to stay challenged & engaged in our work.

We are proud to be an equal opportunity employer, and we do not discriminate on the basis of race, color, religion, gender, sexual orientation, national origin, age, disability, veteran status, or any other status protected by law.

About The Role

• Reports to the Office and Procurement Manager.
• Works directly with staff in programs, field offices, administration, and finance.

Job Responsibilities

Administration and Office Management

• Oversee the smooth flow of routine administrative work and ensure adherence to the organization’s administrative procedures by staff.
• Ensure proper functioning and maintenance of office equipment and other facilities.
• Assist in coordinating for trainings and team events
• Receive and process requests for cash for field activities and review staff accountabilities.
• Draft office communications including memos, official letters, and orientation agendas.
• Train staff on and enforce administrative policies.
• Make travel and accommodation arrangements and bookings for staff and partners.
• Ensure timely provision of supplies to enable smooth operation at the office
• Monitor and help process travel and Visa documents for expatriate staff
• Verify staff, partner, and supplier payment requests and follow up on their payments with the Finance department.
• Supervise cleaning of the office premises every day and ensure the smooth running of the Office
• Maintain schedules of payments and due dates for tenancy for all running contracts with service providers.
• Filing documents in reference files in Google Drive in line with GiveDirectly’s filing rules
• Assist in onboarding of newly hired staff and offboarding of staff whose contracts have ended
• Handle petty cash, cash withdrawals, and monthly cash counts, keeping the cashbook according to GiveDirectlys accounting policy
• Support in the monitoring of expenses in accordance with the office management budget
• Assist in the internal/ external controls and audits

Procurement And Contracts Management

• Assist with developing and implementing policies and systems for effective and smooth operation and identifying opportunities for risk mitigation and process improvement
• Coordinate Procurement Planning and Execution in liaison with respective Program budget holders.
• Assist in Drafting and preparing contracts for vendors and supervising/monitoring vendor performance.
• Assist in Coordination and complete Prequalification Process leading to prequalified supplier lists for the organization
• Conduct market assessment, vendor mapping, profiling, and maintain a supplier database for commonly used items.
• Provide guidance, advice, and training to staff on procurement and logistics processes
• Analyze procurement requirements and select the most appropriate method depending on the value of procurement.
• Analyze, negotiate, and prepare contractual agreements and any addenda.
• Prepare and submit for review and approval of procurement documents, vendor correspondences and minutes of all procurement committees.
• Coordinate with the Finance department to ensure that all payments to vendors are made on time and without financial strain on the organization
• Prepare for receipt of goods purchased for office or programmatic activities at all offices (considering the need for segregation of duties in the process.
• Plan goods delivery to office and other project sites in accordance with the needs while minimizing costs.

Stores, Inventory, And Asset Management

• Ensure that procedures outlined in GiveDirectly’s Asset Management Manual will be implemented in all Offices
• Oversee Assets Movement and regular updating of stores and assets inventory to ensure that they are properly tagged and allocated.
• Oversee and ensure effective store delivery systems are in place, and ensure goods movement is properly documented, reconciled, and reported.
• Prepare monthly stock count certificate and present it for approval
• Ensure all lost, damaged, sold, stolen (or other) items are properly recorded with an approved Disposal of Assets form. Ensure any necessary, supplement documentation is complete
• Conduct quarterly verification of all assets to ensure consistency with information in the database
• Ensure Proper disposal of obsolete or broken equipment as per GiveDirectly regulations

Security Management.

• Serve as security focal point for the field office, update and implement security policies appropriate for the local context
• Ensure that outsourced guards are deployed at all offices
• Train the outsourced security guards on GiveDirectly’s Security Standard Operating Procedures and ensure staff and visitors follow office entry procedures.
• Submit regular security reports to Supervisor on occurring incidents and any security issues/concerns

Knowledge And Experience.

• Bachelor’s Degree in Procurement and Supply Chain Management, Business Administration, or related & Equivalent field
• At least two years’ experience in administrative and procurement management in the NGO sector with strong organizational skills.
• Ability to interact effectively with international and national personnel, and adaptability to unanticipated circumstances.
• Good working knowledge of IT tools (related software, phone, email, the internet) and computer applications (e.g., MS Word and Excel, G-suite )
• Exceptional emotional intelligence and a demonstrated ability to work cross-culturally and cross-functionally
• Exceptional organizational skills and attention to detail
• Exceptional communication skills, including the ability to navigate challenging office management situations that involve complex interpersonal dynamics
• Strong ownership mindset and ability to work in a self-directed manner
• Comfortable operating in a culture of direct, candid feedback
• Excellent English oral and written skills and a high level of service orientation.
• Willingness to upskill as required by the tasks to be performed.
• Willingness to travel within Uganda.

Success Factors

• A clear understanding of Procurement, office management, Inventory, and assets management ethics.
• Willingness and ability to enforce compliance with GiveDirectly and donor policies and procedures.
• The ability to interact effectively with international and national staff members is required.
• A demonstrated ability to work quickly and accurately, meet deadlines, and process information in support of program activities.