Administrative Assistant - 4 Posts

Lake Victoria North Water Works Development Agency (LVNWWDA) is a government agency mandated under the Water Act 2002 to ensure the efficient and economical provision of water and sewerage services within its respective area of jurisdiction.

This role is for an Administrative Assistant (4 Posts) responsible for providing comprehensive administrative and secretarial support to the office, specifically offering direct assistance to the Assistant Resident Engineer. Key responsibilities include supporting project plans and acting as a central point of contact for general organizational tasks.

Roles and Responsibilities

1. Office Management and Supplies: Order and monitor office supplies, stationery, and equipment, ensuring they remain in good working condition.
2. Records Management: Maintain and organize official and regulatory records, such as infrastructure project files, personnel records, and purchasing documents.
3. Document Control: Manage the lifecycle of project documents, including creation, filing, and retrieval, as well as photocopying and collating materials for the Project Manager.
4. Logistics and Correspondence: Oversee logistics (including key management and parcel deliveries), follow up on invoices, handle incoming and outgoing correspondence, manage email accounts, and provide information to visitors and staff.
5. Meeting Support: Schedule, organize, and take notes during staff and planning meetings.
6. Travel Coordination: Coordinate travel and accommodation for project personnel, both regionally and internationally, arranging efficient plans and negotiating rates.
7. Data and Reporting: Compile statistics, input data into databases, and assist with generating various reports, including monthly and annual reports.
8. Financial Support: Process invoices, monitor stock supply, and reconcile accounts related to materials and visitors.
9. Data Integrity: Prepare various reports, spreadsheets, and computations, and follow up with staff to resolve discrepancies in data.
10. Direct Support: Provide direct administrative support to the Assistant Resident Engineer, assisting with project plans and acting as a point person for general organizational tasks.
11. General Duties: Perform any other duty as may be assigned from time to time.

Minimum Qualifications and Experience

• Diploma in Secretarial Studies, Business Management, Business Administration or its equivalent.
• Two (2) years’ work experience.

Successful candidates will be required to submit/bring the following compliance documents upon selection:

• Tax compliance certificate
• HELB clearance certificate
• CRB clearance certificate
• Good conduct certificate
• EACC clearance certificate