AIRD Uganda is non-governmental, non-political, non-religious and non-profit making organization with the main aim of protecting and seeking durable solutions for Refugees and IDP's in Africa in partnership with UNHCR the UN refugee agency.
AIRD is seeking for qualified personnel for the positions listed below;

Administrative Assistant (1)
Location: Kiryandongo
Job Summary:
To provide administrative support to the Accountant or Fin/Admin Officer to ensure efficient operation of the of the Kiryandongo Medical warehouse office.

Key Duties & Responsibilities
• Ensuring that office Procedures are maintained in accordance to the project regulations & the staff contracts.
• Receive incoming letters and ensure the delivery and dispatch of external communications.
• Organize and maintain all relevant files or documents submitted to site office.
• Receive office guests and give necessary hospitality and assist in responding to their inquiries.
• Answer office land lines in communication from externals and manage the messages.
• Take / Prepare minutes of meetings and notes of workshops or other relevant meetings.
• Provides regular reports to the Fin/Admin Officer on matters related to Admin and ensure all admin reports are submitted to the relevant bodies in time.
• Ensure that all office equipment & other assets are kept in good working condition.
• Ensure Maintenance of filing system and keeps information confidential.
• Monitor and control stationery/ utilities utilization at all level and ensure that utilizations are at all times within allocated budgets.
• In consultation with Fin/Admin Officer, prepare staff leave plan and ensure it is followed, prepare and update leave tracker accurately, monitor Staff medical issues and advise the Fin/Admin Officer about annual leave balances.
• Distribute all communications to the staff, ensure they are correctly received and signed.

Requirements
• A Diploma in Business Administration or any other business related field.
• 1-2 years of clerical, secretarial, or office experience.

Others/Extra Details
• Proficient computer skills, including Microsoft Office
• Strong verbal and written communication skills.
• Comfortable with routinely shifting demands
• High degree of attention to detail
• Data entry experience
• Working knowledge of general office equipment
• Strong interpersonal skills.
• Analytical and organized.
• Good reporting skills.
• High level of professionalism
• Ability to work under pressure with minimum supervision.

Medical Warehouse Supervisor (1)
Location: Kiryandongo
Job Summary:
Working in co-operation with the Medical Warehouse Supervisor to ensure safe receipt, dispatch and storage of drugs in the medical warehouse.

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• Responsible for organizing the safe and efficient receipt, storage and dispatch of warehouse materials, goods and products to feed the operations demand.
• Plan, co-ordinate and monitor the receipt, storage and dispatch of pharmaceutical goods and materials to distribution teams.
• Store the right amount of materials, goods and products in the right location to feed the operational demands.
• Ensure that the storage of the pharmaceutical materials and finished products are in full adherence with the prevailing best practices and guidelines.
• Establish, monitor and maintain high standards of security in the warehouse by setting security procedures.
• Ensure inventories are accurate and control inventory levels by ensuring physical counts are conducted and reconciled utilizing help of the warehouse team
• Ensure the relevance and accuracy of all documentation relating to the pharmaceutical stock going in and out of the warehouse including ensuring clear and proper labelling of all stock items within the warehouse.
• Control inventory levels by conducting physical counts; reconciling them with data storage system.
• Maintain physical condition of warehouse by planning and implementing new design layouts; inspecting equipment; issuing work orders for repair and requisitions for replacement.
• Apply the principles of FEFO and/or FIFO as appropriate.
• Lead the creation and implementation of best practice warehouse strategy, policies, processes and procedures to aid and improve operational performance.
• Work collaboratively, negotiate and engage with key stakeholders (UNHCR, OPM, AIRD management etc) to facilitate delivery and compliance with the medical department strategy.
• Coach, manage and develop warehouse and pharmaceutical staff to optimize performance and meet targets and deadlines.
• Communicate with warehouse staff on a regular basis to make them aware of priorities, targets and operational requirements.
• Provide a safe working environment, adhering to Health, Safety and Environmental (HSE) procedures and ensuring they are understood and practiced by the team at all times.
• Drive a zero tolerance mindset for deviation from the use of quality processes to ensure partner deliverables are met fully

Requirements
• Bachelor’s degree in Business Administration/ Materials management, Supply Chain/ Warehousing/Logistics Management.
• A minimum of 4 years experience in supply chain/ distribution operations.
• A minimum of 3 years experience in Pharmaceutical warehouse management is mandatory.
• High preference for previous management experience.

Others/Extra Details
• Proven management skills with the ability to optimize team performance and development •
• Highly developed inter-personal and communication skills coupled with the ability to negotiate and influence at all levels within the business
• Ability to build, lead and motivate a skilled team able to meet objectives
• Excellent attention to detail skills
• Ability to anticipates and overcomes obstacles
• Resilient, influential with a can do/will do attitude

Senior Medical Warehouse Assistants (3)
Location: Kiryandongo
Job Summary:
Working in co-operation with the Medical Warehouse Supervisor to ensure safe receipt, dispatch and storage of drugs in the medical warehouse.

Key Duties & Responsibilities
• Assist the Warehouse Supervisor in receiving incoming items on GRN and bin and stock cards by counting, and checking for damage, shortages or extras.
• Assist the Warehouse supervisor in pulling orders for agencies, taking care that only quantities and presentations shown on the packing list are given.
• Counter check balances of items after pulling an order, and assist the Warehouse supervisor to update the bin and stock cards for all items pulled.
• Immediately notify the Warehouse Supervisor of any damaged or leaking packaging, however caused.
• Maintain the drug store, and other storage areas used by the section, in a clean and tidy state.
• Identify in writing (form to be provided) to the Warehouse supervisor each month, those items that will expire within the next six months.
• Ensure that those packing units with the shortest expiry dates are always used first, and facilitate this by bringing to the front and top of displays.
• Plan the layout of the store, clean floor and prepare pallets in advance of new stocks arriving.
• Ensure that all stocks are stacked in a way that facilitates easy counting, identification of contents and expiration dates, minimises damage and does not place anyone at risk from falling items.
• Ensure that heavy items are not stored in areas where they have to be lifted above head-height.
• Store small, easily lost items in designated areas.
• Minimise the exposure of drugs to sunlight at all times.
• Ensure that cold-chain items received are immediately stored in the cold-storage facility.
• Participate in inventory taking, co-operating with other Pharmacy Section staff during any necessary trouble-shooting that may arise.
• Ensure that no unauthorised person enters the drug store or other warehousing areas.
• Regularly oil the locks used on the drug store door.
• Maintain the padlocks and keys used on drug trucks, ensuring that drivers leave with the correct keys for the locks used. Label all locks and keys for easy identification.
• Inform the warehouse supervisor of any stationary, packing or security items needed for the Drug Management Section.

Requirements
• A University Degree in Supply chain/ warehouse/ logistics management or any other related field
• Minimum 2 years of experience is required
• Experience in the working in a pharmaceuticals warehouse is an added advantage.

Others/Extra Details
• Strong interpersonal and communication skills.
• High level of honesty and Integrity
• Attention to detail and accuracy
• Experience in the use of computers and office software packages (MS Word, Excel, etc.) and knowledge of spread sheet and database packages
• Ability to work under pressure with minimum supervision.
• Willingness to work in any part of the country

 Data Officer (1)
Location: Kiryandongo
Job Summary:
The management of all warehouse receipt and dispatch hard and soft information.

Key Duties & Responsibilities
Daily entry of all stock movements in and out of the warehouse for generation of daily reports and culminating in a print out of current stock balances.
• Ensuring that no entry is made unless the appropriate supporting documents have been submitted, and following up where necessary.
• Filing of daily reports in appropriate file.
• Weekly spot checks of stock balances in the warehouse, comparing physical count against bin and stock card entries and the latest stock report and reporting any variations.
• Monthly stock taking in co-operation with, but independently from, the warehouse support staff and reporting variations, if any.
• Preparing any reports as requested by UNHCR Logistics Section or the project management.
• Ensuring that all data files are kept in good order and that historical files are stored facilitating easy reference.
• Make daily back-ups of data, so that no failure in the system would result in the loss of more than current entries.
• Keeps track of received data and source documents.
• Prepares and sorts source documents, and identifies and interprets data to be entered into the warehouse information system.
• Liaise with preparers of source documents to resolve questions, inconsistencies, or missing data.
• Analyse captured data to confirm accuracy i.e serial numbers, days, dates, times and locations etc.

Requirements
A University Degree in Statistics, Economics, Development studies, Social Sciences or any other related degree
• Minimum of 3 years of experience is required
• Experience in the use of computers and office software packages (MS Word, Excel, etc.) and knowledge of spread sheet and database packages

Others/Extra Details
Strong interpersonal and communication skills.
• High level of honesty and Integrity
• Attention to detail and accuracy
• Advanced computer skills in Ms Word, Excel, PowerPoint presentation
• Ability to work under pressure with minimum supervision.
• Willingness to work in any part of the country

Fin/Admin Officer (2)
Location: Field Locations
Job Summary: To ensure that expenditure for activities is within allocated budget, reporting and general office and staff administration..

Key Duties & Responsibilities
Budget Control
• Ensure that before commitment for spending on a particular budget line; adequate funds and budget are available for spending.
• Work with the FAM to evaluate actual financial performance against the budgets.
• Liaise with AIRD sub office managers to ensure proper utilization of its funders’ resources.
• Manage the process of financial planning and budgeting for the organization’s resources and advise the sub office or the FAM as the case may warrant.
• Prepare periodic budget requisitions based on the agreed work plans.
• Being the focal person for the cost center, facilitate and fully participate in verification and external audit exercises.

Reporting
• Keep the organization’s financial records up to date, prepare monthly, quarterly and annual financial reports and ensure compliance with the statutory and international financial reporting requirements.

Compliance
• Ensure monthly submission of statutory obligations i.e WHT, VAT, PAYE, NSSF, LST.
• Ensuring accountability of funds is done in time and in accordance with the organization’s financial policies, procedures and ensure implementation of internal controls and procedures.
• Ensuring the funds are spent on what they are meant for and the organization obtains value for money.
• Safe guard the organization’s finances and assets i.e non current assets, petty cash, travel advance within the context of AIRD standard operating procedures.
• Communicate and guide surbodinate financial staff members the procedures in the manual and any statutory regulations and ensure they are adhered to.

Human Resource Management
• Participate in local hiring activities by posting job opportunities authorized by the CPD to be sourced at the field level, scheduling interviews, screening applicant information to verify eligibility, checking references and doing background checks for all recruitments done at the Sub Office.
• Advice and prepare leave plans together with supervisors at the field level and track leave utilization for all staff at the Sub Office level.
• Conducting initial orientation to newly hired employees recruited through Kampala office ensuring that they have clear understanding and interpretation of the organization’s mission, SOPs, Codes of conduct, Job Objectives etc.
• Liaise between the Sub Office Management and the staff on staff welfare issues, document them and follow up for solutions for the issues to be addressed at the Sub Office level in line with the organizations SOPs.
• To communicate to the Kampala office any and all accidents involving staff.
• Handling all HR Administrative Procedures and ensuring that they are followed in line with the SOP i.e grievances, disciplinary actions, performance improvement, illness, etc and document all the processes.
• Take lead in all HR related investigations that are needed to facilitate administrative procedures and ensure that the investigation is done in a transparent, thorough way making sure all steps of the investigation are documented.
• Ensure that all staffs are aware and have copy of Job descriptions and clearly set objectives and ensuring that performance appraisals are done at the intervals set by the HR SOPs.
• Follow up on set objectives form the appraisal process and guide the Sub Office management in training planning.
• Continuously update any adjustments to staff CVs and take note of qualification and skills addition of staff for possible career development and training requirements within the organization.
• To keep all staff at the Sub Office up to date with any communications relevant to them, the SOPs and code of conduct and ensuring that they are well understood.
• Carry out quarterly SOP trainings and staff welfare meetings at the site level to keep staff constantly aware and in compliance with our SOPs and to ensure that through the staff welfare meetings, both management and employees have a feed back channel.
• Update the copies of staff records (hard and soft) periodically at the Sub Office level ensuring that all required documents in the files are in line with the SOPs.
• Track and document all deployments at the field level and ensure that all staff on deployment have signed deployment letters and have received all allowances entitled to them.
• Track and supervise attendance and time keeping activities and prepare weekly and monthly attendance reports.
• To ensure that all staff meetings scheduled for any particular running year are held and minutes taken for all HR related matters raised.

Administration
• Develop a filing System for organization’s files by collecting all relevant documents and properly file them for easy access
• In consultation with the FAM, establish methods and maintain the flow of information between departments and field offices
• Ensuring that all office equipment & other assets are kept in good working condition
• Organize annual physical count of fixed assets and other properties as per the PPA
• Ensure clean working environment at all project operations
• Maintain store control system and ensure the managers have timely & accurate information regarding the utilities/ stationeries balances
• Monitor and control stationery/ utilities utilization at all level and ensure that utilizations are at all times within allocated budgets
• Ensure utility companies provide timely bills and that payments are processed in accordance with consumptions and are within allocated budget
• To supervise the Admin support staff and security (Guards) staff.

Requirements
• Minimum bachelor’s degree in Business Administration, Finance and accounting or CPA/ACCA/CFA professional accounting certification.
• Minimum 3 years experience working in Finance and Accounting.

Others/Extra Details
• Excellent writing skills in English
• People oriented and results driven
• Demonstrated ability to prioritize tasks and work well under pressure
• Proficiency in the use QuickBooks Accounting Software is an added advantage.
• Experience working with nongovernmental organizations is an asset.

 Accountant (2)
Location: Field Locations
Job Summary: Assisting in coordination, analyzing, summarizing and recording of AIRD financial transactions.

Key Duties & Responsibilities
• Carries out accounting procedures using EXCEL/ QUICK BOOK accounting software and prepares weekly/monthly/quarterly/annual reports.
• Monitors liabilities, receivables and advances regularly and submit weekly report to the FAO/ SFO.
• Prepare payment vouchers, review and submit to FAO/SFO.
• Maintains regular and transparent communication with FAO/ SFO on pending invoices.
• Prepares transfer slips and/or other bank documents
• Maintains filing for Financial Section and keeps information confidential.
• Assist in preparation of payments and deposits to the bank on time.
• Ensure all statutory obligations are paid on time as per the law of the country and in accordance to the provisions of the budget.

Requirements
• Bachelor's degree in Business Administration/ Commerce with speciality in finance/Accounting
• At least 3 years’ previous experience in general accounting or finance position
• Proficiency in quick books or any other accounting software is added advantage

Others/Extra Details
• Bachelor's degree in Business Administration/ Commerce with speciality in finance/Accounting
• At least 3 years’ previous experience in general accounting or finance position
• Proficiency in quick books or any other accounting software is added advantage

Mode of application
All persons interested in expressing interest in any of the listed positions can find details of required qualifications and summary of duties and apply on the link below:
https://aird.hrmagic.co/careers
Through the link attach CV and cover letter addressed to:
The Human Resource Coordinator African Initiative for Relief and Development - Uganda Program
No hand delivered applications will be accepted.
Application Deadline: Thursday 27th October 2022 at 5:00 pm