Administrative Assistant (1 Position) – dfcu Foundation

REPORTS TO:

Project Accountant

DUTY STATION:

Teso Regional Office (Soroti City)  

JOB PURPOSE:

The Administrative Assistant provides administrative, logistical, and basic financial support to ensure the efficient and compliant operation of the YEELD program within the Teso region. Based in the regional office, the role supports the Teso region teams by strengthening administrative systems, financial processes, and operational coordination. The Administrative Assistant plays a key role in ensuring that program activities are implemented efficiently, resources are managed effectively, and operations comply with organizational and donor requirements.

RESPONSIBILITIES/KEY DELIVERABLES:

1.Administrative  and Reception Management

• Manage the reception area and ensure a professional, welcoming, and organised office environment.
• Receive, screen, and direct visitors, clients, partners, and other stakeholders appropriately.
• Maintain an up-to-date visitors’ register and ensure adherence to office security procedures.
• Respond to telephone calls, emails, and routine inquiries and direct them to the relevant staff.
• Maintain and regularly update contact databases for partners, stakeholders, service providers, and project beneficiaries.
• Support communication and coordination between the regional office, districts, and partners
• Receive, record, distribute, and file incoming and outgoing correspondence.
• Ensure availability and distribution of organisational information, education, and communication (IEC) materials.
• Provide day-to-day administrative support to the regional office and district teams
• Coordinate meetings, workshops, and field activities, including logistics, scheduling, and documentation
• Maintain proper filing systems (physical and digital) for program and administrative records
• Support communication and coordination between the regional office, districts, and partners

2. Financial Management Support

• Support budget tracking, expenditure monitoring, and cost control for cluster activities
• Prepare and process payment requests, activity advances, and reconciliations
• Maintain accurate financial records and support documentation in line with organizational policies
• Assist in financial reporting and audit preparation, including compiling required documentation
• Ensure compliance with donor and organizational financial procedures

3. Logistics and Procurement Support

• Support procurement processes, including raising requisitions, obtaining quotations, and tracking orders
• Coordinate logistics for trainings, workshops, and field activities (venue, materials, transport)
• Maintain inventory and track use of program assets and supplies
• Liaise with service providers and vendors to ensure timely delivery of goods and services

4. Program Support and Coordination

• Provide administrative support to cluster and district teams to facilitate smooth program implementation
• Support preparation of activity documentation, including attendance lists, reports, and supporting records
• Ensure timely submission and proper documentation of field activity reports and payments
• Contribute to improving operational systems and efficiencies within the cluster

5. Asset and Facilities Management

• Maintain an updated asset register for the Cluster Office.
• Monitor the utilisation, maintenance, and security of office equipment, furniture, and project assets.
• Coordinate repairs, servicing, and maintenance of office facilities and equipment.
• Ensure office equipment, including computers, printers, photocopiers, and internet systems, remain functional and well-maintained.
• Support periodic asset verification and inventory exercises.

6. Compliance, Risk, and Safeguarding

• Ensure all administrative and financial processes are compliant with organizational and donor policies
• Support adherence to audit requirements and internal controls
• Promote transparency and accountability in resource use
• Uphold safeguarding standards in all administrative and operational processes

EDUCATION & TRAINING:

• Bachelor’s degree in Business Administration, Finance, Accounting, Commerce, or a related field
• Minimum 3–5 years of experience in administration, finance, or operations within development programs
• Experience in financial processes (budgeting, payments, reconciliations, documentation)
• Familiarity with donor-funded project operations is an added advantage
• Familiarity with the Teso region is preferred

SKILLS & EXPERIENCE:

• Strong administrative, organizational, and coordination skills
• Good understanding of basic financial management and accounting processes
• Attention to detail with strong documentation and record-keeping skills
• Proficiency in Microsoft Office (Excel, Word) and basic financial systems
• Strong communication and interpersonal skills
• Ability to manage multiple tasks and meet deadlines
• High levels of integrity, accountability, and professionalism

BEHAVIORAL COMPETENCIES

• Integrity and Accountability: Ensures accuracy and transparency in administrative and financial processes
• Efficiency and Reliability: Delivers timely and high-quality operational support
• Collaboration: Works effectively with program teams and stakeholders
• Adaptability: Responds to changing operational needs
• Attention to Detail: Maintains accuracy in documentation and financial records

SAFEGUARDING AND INCLUSION COMMITMENT

The role holder must uphold safeguarding principles and ensure that all interventions are inclusive, safe, and accessible, particularly for young women, persons with disabilities, and vulnerable populations.

HOW TO APPLY

Interested and qualified candidates are invited to submit their application to: https://careers.dfcugroup.com

Applications must include the following:

• A cover letter clearly stating the position applied for and highlighting relevant experience.
• An updated curriculum vitae (CV) with at least three (3) professional referees.

Deadline for applications is not later than 8:00am Tuesday 30th, June 2026. Applications will be reviewed on a rolling basis. Only shortlisted candidates will be contacted.

dfcu Foundation is an equal opportunity employer. We particularly encourage applications from women, persons with disabilities, and refugees or displaced persons, in line with the YEELD Programme’s inclusion commitments. Canvassing of any kind will lead to automatic disqualification.

IMPORTANT NOTICE

dfcu Foundation is committed to maintaining a transparent and ethical recruitment process. Please be advised that all applications and recruitment services are provided entirely free of charge. At no stage of the hiring process does dfcu Foundation request or accept any form of payment.

If you have any concerns, inquiries, or suspect any fraudulent activity related to this recruitment process, please contact dfcu Foundation directly at:  info@foundation.dfcugroup.com.