Vacancy title:
Administrative Assistant

Jobs at:
Uganda Episcopal Conference ( UEC )

Deadline of this Job:
not later than 7th August 2017 at 5pm

Duty Station:
Uganda

Job details:
The Uganda Episcopal Conference (UEC) is the Assembly of the Catholic hierarchy in Uganda, through which bishops express their collegial responsibility through collective action, to assure the progress of the Church and coordination of its social and pastoral ministry. UEC has received a sub-grant from Rakai Health Sciences Program with support from the US Centers for Diseases Control and Prevention (CDC) to implement the “Accelerated HIV Epidemic Control program" in the Masaka Region. Through the health department, the Uganda Catholic Medical Bureau (UCMB), UEC will coordinate and support the programming and implementation of accelerated HIV epidemic control in PNFP health facilities accredited to the Uganda Catholic, Moslem and Protestant Medical Bureaus in the Masaka Region. UEC therefore seeks to recruit suitable candidate’s for the following position in the UCMB Masaka Region Project Office located in Masaka district;

Job Title: Administrative Assistant
Reports to: Finance & Compliance Officer/Accountant

Role: Responsible for the general office administration, inventory management, records storage and retrieval, organizing and recording minutes of meetings, managing office records, managing project vehicles and transport arrangements and assist in processing procurement for UCMB Masaka Regional Project office.

Duties:

• Provide administrative oversight on day to day administration tasks of the project office such as stores transactions, IT and Communications systems.
• Responsible for stock control and reconciliation to ensure orderly utilization, accountability and periodically provides report on stock levels and needs.
• In close collaboration with Accounts Assistant oversees the arrangement of staff and visitors’ travel within and outside the region.
•  Ensure efficient fleet management and safety, systematically overseeing all aspects of maintenance, fuel usage and driver responsibilities.
• Verify procurement activities in accordance with organization procurement policies and procedures, and donor requirements
• Exercise control over the respective project office‘s assets, report any enhancement/improvement, transfer, loss/theft to the Finance and Administration Section.
• Take stock of all assets in the office and report and follow up any discrepancies, maintain and update the assets’ register.
•  Organizing office records for safe and easy storage and retrieval. Arrange for meetings, takes record of proceedings and properly store them.
• Receive visitors, answer or direct calls, respond to emails and handle all office communication responsibilities.
• Key contact staff for all office security related issues.
• Liaise with and ensure security of the project office in collaboration with staffs and the security firm charged with external security.

Qualifications, experience and abilities:

• Bachelors in Business Administration, Bachelors in Humanities with a diploma in Secretarial work; a professional qualification in accountancy, administrative secretarial qualification is an added advantage.
• At least three years work experience in a busy setting and experience in Health related organization or NGO operations, regulations and compliance issues.
• Computer literacy with competency in MS word, MS Excel, Power point, internet, photocopying.
• Team player with excellent written and oral communication skills in English.
• The person must be able to work with minimum supervision. Ability to manage multiple tasks at a time and work effectively with colleagues from different backgrounds.
• The position may occasionally demand working on weekends.

Personal Characteristics

• Non-alcoholic or individual who does not drink alcohol while on duty
• Good communication and interpersonal abilities
• Good time-keeper
• Good temperament and able to freely but respectfully and constructively relate with people of all levels
• Flexibility and adaptability to readily accept any impromptu assignments or requirements to work outside normal duty hours
• Tidiness and courteousness with colleagues and office guests

Job application procedure
Qualified and interested individuals should submit their applications and resume together with three reference letters from previous employers to the;
Office of the Secretary General- Uganda Catholic
Secretariat Hanlon Building-Nsambya Hill,
Hanlon Road not later than 7th August 2017 at 5pm.