PROGRAMME ADMINISTRATIVE ASSISTANT Jobs Vacancies

Job Title: PROGRAMME ADMINISTRATIVE ASSISTANT (1 Position )

 

Reports to:    Project Manager (EU Livelihoods Project)

Staff reporting to this post: Labourers, Driver and Guards

Liaises with: Field Accountant, HR and Admin Officer, Project Officers and Project staff

Job Summary:

Provide administrative services for efficient running of the EU livelihoods project.

 

Duties & Responsibilities

• Manage travel arrangements for the project staff through liaising with travel agents for timely bookings at minimal costs.
• Allocate and supervise work of compound cleaners, office messenger and watchmen to ensure that office support duties are run effectively.
• Maintain and organize insurance of office equipment through organizing routine maintenance and repairs.
• Provide direct support to the Project Manager and Project Officers.
• Ensure requisitions and other documents submitted to the Project Manager for signing are correct and complete.
• Efficiently arrange for meetings/workshops, collate documentation and information to support these meetings, and where required preparing minutes and other relevant reports/documentation in a timely manner
• Assist in coordinating and tracking of documents for the Project Manager.
• Maintain inventory of stationary and office supplies for the Project Manager and other Project Officers.
• Provide necessary clerical and secretarial support including maintaining effective filing, scanning, photocopying, archiving and record keeping systems, both paper and electronic of reports and other materials
• In collaboration with the HR and Admin Officer, support the recruitment process through placing local advertisements, inviting prospective candidates for interviews and administering the interviews and preparing interview reports in order to achieve a quality and timely selection process.
• In coordination with the Procurement Officer, support cost effective procurement of office and other field items according to different project budgets and plans.
• Responsible for logistics; management of staff movements and organizing office errands involving event management, booking of flights, requesting for per diems/overnight allowances and accommodation at competitive rates.
• Support and host visitors from the project and elsewhere by arranging inductions and other plans for them ensuring high level of care.
• Support other staff by providing advice and guidance in handling organisational and administrative tasks for which the project is responsible.
• Coordinate the flow of information between the project officers, departmental staff and staff in the country to ensure issues are communicated appropriately; the manager is kept briefed during absences from the office and on his/her return; and that right staff are informed of issues that the Project Manager would want them to be kept informed of.
• Monitor staff welfare and health and report to the HR and Administration Officer for appropriate action
• Coordinate payment of office stationery and other utilities e.g. internet, telephone, DSTV and electricity bills.
• Support the project communication strategy through preparation of draft communiqués for the Project Manager
• Support preparation, collation and submission of periodic  project reports
• Undertake any other relevant task at the direction of the Supervisor.

Qualifications, Skills and Competencies

• A Diploma in Business Administration, Human Resource Management or a related qualification from a recognized institution.
• At least one years experience in similar in a busy nongovernmental Organization. 

·        Excellent facilitation, inter-personal and communication skills

·        A good command of both written and spoken English

·        Attention to detail

·        Excellent report writing skills

·        Flexible and Adaptable

·        Patient, understanding and of a pleasant character

·        Computer literate with ability to use Microsoft Office

·        Excellent Management skills

·        Able to capacity build and develop others

·        Ability to mobilize different audiences and communities

·        Commitment to the organizational values

GUIDELINES FOR APPLICATIONS
Interested candidates who meet the above criteria should submit their applications together with an updated Curriculum Vita with at least three suitable referees with their email/telephone contacts to: Human Resource Manager, AAH International, Uganda to any of the following addresses: -
(1) Email: recruitug@actionafricahelp.org Please do not attach certificates to email copies of CVs!
(2) AAH I Office in Adjumani Located at Minia Village in Adjumani Town.
(3) Kyangwali Refugee Settlement Program Office located at Kasonga in Kyangwali Sub County.