Vacancy title:
Administrative Assistant

Jobs at:
Preparedness and Response project (P&R)

Deadline of this Job:
May 23 2018

Duty Station:
Kampala, Uganda

JOB DETAILS:
BACKGROUND:
The Preparedness and Response project (P&R) is one component of USAID’s Emerging Pandemic Threats (EFT 2) program. P& R has a dual mandate to help countries design and implement National Preparedness and Response Plans tor public health events of unknown etiology and to establish and strengthen National One Health Platforms, Our goal is to help address the practical issues confronting national governments as they strive to cope with the human, financial, and logistical constraints associated with pandemic threats. The P&R project provides technical assistance and training services to build national and regional capacity in a sustainable manner.

PURPOSE:
The Administrative Assistant is a key member of the P&R East Africa regional office team and supports day-to-day business operations of the office. The Administrative Assistant is responsible for carrying out a wide range of administrative and logistical tasks, in addition to supporting the operations team in project closedown processes. He/she is expected to learn DAIs systems and abide by project policies and procedures at all times. He/she will work closely with all regional office staff and report directly to the Finance and Administration Manager.

PERIOD OF PERFORMANCE: June 1
December 31, 2018

RESPONSIBILITIES:
Office Administration

• Provide administrative support to ensure that office operations are conducted in a timely, effective, and professional manner.
  
• Handle calls, mail, and electronic communications and route messages and information to appropriate individuals.
  
• Interface with parties passing through or using the project office.
  
• Undertake any other tasks/duties, as assigned.

Inventory Management

• Maintain project supplies inventory by: checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders, and verifying receipt of goods.
  
• Ensure office equipment is properly maintained and calling for repairs as needed.
  
• Keep updated and accurate records of equipment and supplies issued to staff.
  
• Ensure that project inventory is returned by outgoing Staff, securely stored, and recorded accurately in TAMIS.
  
• Support inventory transfer and donation processes at the close of the project.

Records Management

• Maintain office documents and flies in accordance with the project record map by: safely storing hard copy files and scanning/uploading electronic documents to appropriate file management systems, including Box and TAMIS.
  
• Conduct TAMIS quality assurance by: reviewing entries, inputting missing information, and updating existing records. Secure electronic information by compiling database backups.
  
• Document all packed items at the time oi project close out.

Meeting, Travel, and Schedule Management

• Schedule and prepare materials for meetings and project events.
  
• Take, prepare, and distribute minutes after meetings.
  
• Assist Travel & Logistics Coordinator with event logistics, including procurement of printed materials, venues, catering service, and lodging, in addition to making travel arrangements.
  
• Travel to support P&R event execution and coordination, as needed.

Human Resources

• Liaise with insurance carrier and 4 social security manager for departing employees

QUALIFICATIONS:
EDUCATION

• University degree in business administration or relevant field.

WORK EXPERIENCE

• Preferred three year’s work experience in the administrative, secretary, or general office support functions.
  
• Knowledge of USAID policies and procedures preferred; USAID experience or work on international donor-funded projects a plus.
  
• Proven experience in project closeout,

SKILLS

• Strong communication and interpersonal skills.
  
• The ability to work effectively in a team environment.
  
• The capacity to operate a range of office equipment, such as printers, scanners, telephones, etc.
  
• The ability to work wet! under pressure.
  
• Attention to details and accuracy.
  
• Multitasking and prioritization skills.

LANGUAGES

• English language fluency required

BASE OF OPERATIONS:

• Kampala, Uganda

REPORTING:

• Reports directly to the Finance and Administration Manager.

Job application procedure
please send CV PRPrecruitment@dai.com  only online applications shall be accepted.

SUBJECT LINE MUST READ: “UGANDA ADMIN ASSISTANT"
Only applicants who are selected for interview will be contacted

Applications must be submitted by close of day May 23 2018