Summary
Date Posted: Friday, April 28, 2023 , Base Salary: Not Disclosed

JOB DETAILS:
Job Description
The IRC is seeking for Program Administration Assistant based at the Livelihood Resource Center in Kampala, for the urban livelihoods program; Refugees in East Africa: Boosting Urban Innovations for Livelihoods Development (Re:Build). The program is funded by the IKEA Foundation and is being implemented in Kampala and Nairobi. The IRC is the Lead Partner and is coordinating a consortium of local and international partners to deliver the program. Re:Build seeks to support urban refugees and vulnerable host residents to achieve economic self-reliance and benefit from strengthened urban economic, regulatory and social environments. Re:Build aims to enable change at varying levels, from better access to livelihoods opportunities and inclusive services within communities, to improved refugee-related policies and more targeted and effective service delivery from national, regional and global actors. Key features of Re:Build’s approach include flexible funding, adaptive design and knowledge and evidence generation.

Job Overview
The Program Administration Assistant for the Rebuild project will be based in Kampala, Uganda. S/he will work closely with Re:Build program staff and directly under the guidance of the Senior Livelihood Officer, and will manage the general Livelihood Centre administration, ensuring that the center is well maintained and kept tidy as well as supervise the physical office maintenance. S/he supports the affairs related to the day to day running of the IRC Livelihood Center and is responsible for providing support for day-to-day program administrative requirements, functions, and general office management of the center. The position is based at the IRC Livelihood Center

Key Roles and Responsibilities
• Sit at the reception and manage calls, welcome visitors, attend to the telephone and answer or refer any inquiries. Closely monitor the usage of the computers in the ICT lab, ensure clients are adhering to the set rules and regulations for the lab.
• Receive, sort, sign for packages and distribute items, internal communications, and correspondence within the center and to appropriate persons/ staff in RE: BUILD.
• With support from the community-based facilitator (CBFs), receive and register clients interested in receiving Rebuild services at the livelihood resource center, support in conducting information sessions when required, track and conduct referrals.
• Keep track of the inventory for all assets, consumable, and training materials at the livelihood Resource center, track payment of office utilities (water, power, Yaka tracker. Maintain and track the usage of office utilities and provide a monthly report.
• Support dissemination of project specific communication materials such as policies, templates, newsletters flyers among others.
• Liaises with Supply Chain to prepare procurement, prepare item forecast requisitions and share monthly updates of the LRC expenditures. Track payment of tenancy agreement.
• Liaises with different workstream holders, assists in the preparation and tracking of purchase requests in BvA, payment requests and claims for program activities.
• Support in arranging project team appointments with clients and facilitate follow-up on deadlines.
• Support administrative arrangements for project events, meetings, workshops among others, and be security conscious of the LRC premises and staff.
• Provide weekly site updates of what could have transpired in the week at the LRC, including preparation and distribution of minutes of meetings, summary notes and other documentation as required.
• Assists in the orientation of new staff, interns, visitors, and consultants by providing them with the necessary support, show them around the premises, guide on the sitting arrangement, provide documents and materials for orientation.
• Work with other Program staff to coordinate work activities, meet deadlines, and provide support where needed.
• Alert direct supervisor immediately of any problems with the office premises and follow-up on these issue as required.
• Maintain and track the usage of office utilities and provide a monthly report.
• Track and monitor office supplies, including toiletries, ensure availability at any time. Monitor staff tea and water is available at the office all time and ensure the entire premises is kept tidy.
• Perform other duties as specified by the supervisor and in accordance with instructions from team members.

Qualifications
• Bachelor’s degree in administration and office Management, Public Administration, social science, Business Administration, or related field required.
• 2-3years of clerical, secretarial, or office experience.
• Proficient computer skills, including Microsoft Office.
• Strong verbal and written communication skills.
• Comfortable with routinely shifting demands.
• Professional fluency in written and spoken English, Kiswahili, French or Arabic
• Highly motivated, possesses a strong sense of integrity and a positive attitude towards work.



Work Hours: 8

Experience in Months: 36

Level of Education: Bachelor Degree

Job application procedure
Interested applicants click here to apply


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