Job Responsibilities

• Effectively work with finance, logistics, and program departments to prepare for timely procurement of office stationery and consumables
• Assist in logistical preparation of organization of events (workshops, meetings, etc.).
• Book hotels and flights for DRC staff national and international travel and meetings.
• Receive and send official correspondence and maintain record for it.
• Solving tasks in matters related to the maintenance and the rent payments of office. This covers regular repairs, scheduled fumigations, garden maintenance among others.
• Ensure timely follow up of deposits paid for expat housing and timely follow up with the landlord externally and finance department internally to ensure the deposits are refunded to the organisation.
• Prepare payment requests for administration and compliance invoices in respect to your area of work, ensuring monthly reconciliations and payment in line with project timelines.
• Maintain accurate records of admin files on the online portal ensuring ease of tracking.
• Handle staff health Insurance and workmen’s compensation.
• Any other duties assigned by the supervisor
• Liaise with external agencies in relation to compliance matters.
• Follow up and support with work permits and Visa’s.
• Support with securing NSSF and TIN numbers for expatriates.
• Be the focal point for all matters related to expatriates’ work status in Uganda. This entails submitting and tracking their work permit and special pass applications as well as ensuring they are up to date, while also tracking progress with external government agencies to ensure no delays in processing the documents.
• Ensure Compliance with external authorities like NGO Bureau, URSB, URA, PDPO, FIA, among others through timely reporting to relevant authorities as needed and submitting renewal applications of statutory operational documents like the NGO Permit, Certificate of Registration with the Personal Data Protection Office.
• Flag to SMT any risks associated with legal compliance in this regard.