Summary
Date Posted: Thursday, November 02 2023, Base Salary: Not Disclosed

JOB DETAILS:
Job Summary:
The Logistics & Administration Assistant will work within Uganda and will be committed to provide reliable support to program activities in order to ensure efficient operations of the regional office. He/ She is the focal point for daily administrative office tasks, logistical issues and the link between the region and the TechnoServe office in Kampala.

He/she must be familiar with administrative practices and procedures, should possess an ability to effectively communicate, and ensure that all duties are performed in a high quality and time sensitive manner.

Primary Functions and Responsibilities;
Administrative Support
• Prepare documents and assist the region to keep an accurate and organized filing system
• Assist in organizing regional in-house and external meetings
• Produce documents, minutes, memos, letters and presentations, as requested
• Support travel arrangements for the field team

Front desk Activities
• Handle incoming telephone calls and visitors; screen and redirect where appropriate
• Assist in scanning, photocopying and filling of documents
• Maintain inventory of office supplies and re-order when required
• Assure the confidentiality of dispatches delivered or received and that all such dispatches are recorded correctly
• Receive deliveries, ensure that items are checked and quantities confirmed as needed under the direction of the supervisor

Office and Staff
• Arrange for the repair and maintenance of office equipment as directed
• Ensure a clean and presentable office environment
• Supervise the office assistant and cleaning team to ensure their work is done on time
• Ensure that standard office refreshments, teas, the water dispenser and other refreshments as may be required from time to time are available

Transport and Accommodation
• Handle all travel arrangements and movements for the regional office staff and guests, including booking of hotels, vehicle hire and dispatch.
• Responsible for the booking of accommodation for staff and guests with preferred TechnoServe hotels or other recommended service providers

Finance support
• Prepare memos for payment of service providers under instruction from the supervisor
• Receive invoices, record them and forward them to Operations for processing
• Any other duties as may be assigned by the Supervisor

Required Qualification, skills and experience:
• Bachelor’s degree plus 1 year of experience or Diploma plus 2 years of relevant experience in Administration
• Strong organizational skills and management experience
• Speaks and writes English fluently
• Good presentation skills
• Strong computer skills (Word, Excel, PowerPoint, Outlook, Gmail, etc.).

Knowledge, Skills and Abilities:
• Flexible, reliable, adaptable, responsible and team-oriented
• Strong interpersonal and cross-cultural skills.
• Experience working with staff from diverse backgrounds.

Success Factors:
• Competency is a combination of knowledge, skills, and abilities (KSAs) directly related to successful performance on the job.

Core Competencies include:
• Integrity and honesty: Is widely trusted; seen as a direct, truthful individual; presents truthful information appropriately and helpfully; keeps confidences; admits mistakes; does not misrepresent themselves for personal gain.
• Team Work/ Relationships: Works cooperatively and flexibly with other team members with a complete understanding of the role to be played as a team member and leader to achieve a common goal. Ability to build and maintain effective relationships and networks.
• Learning attitude: Proactively takes advantage of opportunities to learn. Actively identifies new areas for learning; applies and shares new knowledge and skill appropriately.
• Diversity/Inclusiveness: Demonstrates an understanding and appreciation for diversity and supports diversity efforts. Interacts inclusively with people of all races, cultures, ethnicities, backgrounds, religions, ages, and genders.
• Communication: Expresses ideas effectively in individual and group situations. Listens effectively; shares information, ideas, and arguments; adjusts terminology, language, and communication modes to the needs of the audience; ensures accurate understanding; acts in a way that facilitates an open exchange of ideas and information; use appropriate non-verbal communication.
• Decision making/Problem Solving: Can analyze situations, diagnose problems, identify the key issues, establish and evaluate alternative courses of action and produce a logical, practical, and acceptable solution. Can make effective decisions daily, take ownership of decisions, and demonstrate sound judgment in escalating issues where necessary.
• Results-Oriented/High-Quality Deliverables: Stays focused on the efforts necessary to achieve quality results consistent with programmatic or departmental goals. Demonstrates the ability to achieve effective results; works persistently to overcome obstacles to goal achievement. Accomplishes tasks by considering all areas involved, no matter how small; showing concern for all aspects of the job; accurately checking processes and tasks.
• Planning & Time Management: Establishes a course of action for self and others to accomplish a specific goal. Effectively plans, schedules, prioritizes, and controls activities; identifies, integrates, and orchestrates resources (people, material, information, budget, and time) to accomplish goals. Prioritizes work according to the program or department’s goals, not just own job responsibilities; manages own time effectively.
• Business Acumen: The ability to use information, ask the right questions, and make decisions that impact the overall business performance.

Job Specific/Technical Competencies include:
• Innovative Mindset: Curious inquiries, asks questions and seeks out information from multiple sources, learns from mistakes, sees change as an opportunity.


Work Hours: 8

Experience in Months: 36

Level of Education: Bachelor Degree

Job application procedure

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