4. PROGRAMME ADMINISTRATIVE ASSISTANT (One Position available)
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
Duty Station: Kyangwali
Job Summary:
Provide administrative services for efficient running of the EU livelihoods project.
Duties & Responsibilities
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Manage travel arrangements for the project staff through liaising with travel agents for timely bookings at minimal costs.
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Allocate and supervise work of compound cleaners, office messenger and watchmen to ensure that office support duties are run effectively.
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Maintain and organize insurance of office equipment through organizing routine maintenance and repairs.
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Provide direct support to the Project Manager and Project Officers.
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Ensure requisitions and other documents submitted to the Project Manager for signing are correct and complete.
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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
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Assist in coordinating and tracking of documents for the Project Manager.
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Maintain inventory of stationary and office supplies for the Project Manager and other Project Officers.
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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
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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.
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In coordination with the Procurement Officer, support cost effective procurement of office and other field items according to different project budgets and plans.
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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.
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Support and host visitors from the project and elsewhere by arranging inductions and other plans for them ensuring high level of care.
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Support other staff by providing advice and guidance in handling organisational and administrative tasks for which the project is responsible.
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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.
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Monitor staff welfare and health and report to the HR and Administration Officer for appropriate action
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Coordinate payment of office stationery and other utilities e.g. internet, telephone, DSTV and electricity bills.
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Support the project communication strategy through preparation of draft communiqués for the Project Manager
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Support preparation, collation and submission of periodic project reports
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Undertake any other relevant task at the direction of the Supervisor.
Qualifications, Skills and Competencies
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A Diploma in Business Administration, Human Resource Management or a related qualification from a recognized institution.
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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
5. DRIVER/MECHANIC (2 POSITIONS AVAILABLE)
Reports to: Administration Assistant
Liaises with: Project Officers, Area Manager, Project staff, Program Officer
Duty Station: Kyangwali.
Job Summary:
To drive authorized passengers, transport goods and services (information) and check the mechanical condition of the AAH I vehicle regularly; to ensure programme activities run smoothly, vehicles are clean and in good order always in line with AAH I policies. The position will be responsible for vehicle maintenance and repairs.
Duties & Responsibilities
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Deliver and collect goods, parcels and letters as required in the most cost efficient way.
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Responsible for transporting staff and partners for official engagements.
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Supervise and assist with loading and off loading of goods at the site upon arrival as well as when picking goods.
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Maintain the vehicle log book indicating mileage, task accomplished, departure and arrival times, and fuel taken to enable proper monitoring of the vehicle movement as well as costs.
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Ensure cleanliness and carry out routine maintenance checks daily and report any observed faults to the supervisor so that repairs can be arranged and servicing booked.
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Ensure the vehicle insurance is valid and prompt for its renewal when renewal time is drawing close to ensure that the car is continually insured.
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Diagnose problems, repair and perform general maintenance on all equipments and vehicles including adjustments of engines, transmissions, differentials, hydraulics, electrical systems and clutches on petrol and diesel equipments:
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Tune up engines, ignition parts, clean and adjust carburetors, perform minor body repairs and respond to breakdowns.
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Perform preventative maintenance and make inspections of vehicles for proper working order and safe operation.
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Perform required inspections on allocated vehicles.
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Maintain work records, time and material records on vehicle services.
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Monitor the security of vehicle, authorized passengers and luggage in line with the vehicle policy.
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Prepare and submit vehicle monthly reports in line with the AAH I Vehicle Policy.
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And any other duties as may be assigned from time to time
Qualifications, Skills and Competencies
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Mechanics Grade II
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Certificate level 4 in motor vehicle/craft technician course
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At least 4 years work in a busy motor vehicle workshop
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Clean national driver’s license
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Ordinary level certificate
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High level of integrity
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Good report writing skills
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Moderate computer skills with the ability to use word and excel spreadsheet
6. MANAGEMENT INFORMATION SYSTEMS OFFICER (ONE POSITION AVAILABLE)
Location: Kyangwali
Supervisor: Project Manager
Liaises with: Field Officers, Enterprise & Market Development Officer, Veterinary Officer, Project Officers (Water & Sanitation and Gender & Capacity Building), and Project staff.
Job Summary: Provide technical support to the program staff, beneficiaries and other stakeholders on monitoring and evaluation according to AAH I Uganda evaluation strategy and donor requirements; to set up and operate Market Information System, and train counterparts.
Duties & Responsibilities
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Develop computerized systems (solutions) that will facilitate quality management and dissemination of market information throughout the organization, to beneficiary farmers/entrepreneurs, and to other relevant community stakeholders.
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Monitor utilization and performance of existing in-house systems with the aim of carrying out corrective actions that enable beneficiary farmers/entrepreneurs, and other relevant community stakeholders to manage and sustain their livelihoods.
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Conduct data analysis and processing during research, baseline surveys and ministry review surveys.
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Provide technical support in advanced use of office applications (MS Word, MS Excel and MS Access, Computer configuration, program installation and trouble shooting and statistical tools) especially in areas of proposal writing and reports to the project team.
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Design brochures, certificates and publications on behalf of other departments.
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Liaise with Head of Programs, Monitoring and Evaluation to gather relevant information regarding best practices to project design, monitoring and evaluation from within and outside the AAH I partnership and shares it with Area Managers and field staff to facilitate organizational learning end experience sharing.
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Work closely with the Head Programs, Monitoring and Evaluation to contribute to the technical soundness of the different project designs.
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Participates in various programme planning forums including reviews of AAH I strategic direction, field staff training and evaluation as appropriate.
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Lead the process of collecting monitoring data as per the developed monitoring plans and works with the Head of Programs, Monitoring and Evaluation to analyze the data and produce reports.
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Prepare and submit project reports to the Project Manager on a monthly basis; and periodically as required by AAH I Uganda and in line with grant requirements.
Required Qualifications and Skills
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Must hold a Bachelors Degree in Computer science, Information Technology, Statistics, Economics, and/or other related field from a recognized university.
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A working knowledge of Market Utilization and Agriculture information software.
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Be conversant with general office procedures including the use of Microsoft Publisher, Power Point, Excel spreadsheets, Word and Mail System.
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Extensive working knowledge of data bases.
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Outgoing, helpful and a good problem solver.
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Good computer skills and ability to write technical reports.
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.
Deadline: 15/2/2011
9:48 PM
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