Preparedness and Response (P&R) ,Administrative Assistant Jobs in Uganda

Background:

Preparedness and Response (P&R) is one
component of USAID’s Emerging Pandemic Threats (EPT 2) program. P&
R has a dual mandate to help countries design and implement National Preparedne

ss
and Response Plans for 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 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 regional office team for the
support of all day-to-day business operations of the office. The
Administrative Assistant is responsible for implementing
administrative systems, procedures, and policies. He/she will
be expected to coordinate closely with all of the regional office staff, as
well as home office administration staff based in the United States.

Responsibilities:

Office Administration

· Provide
administrative support to ensure that office operations are maintained in an
effective, up to date, and accurate manner;

· Act as an office receptionist,
greet visitors and ensure reception coverage at all times during business
hours;

· Handle calls, mail, and
electronic communications and interface as appropriate to parties passing
through or using the project office. In
addition, route messages and information to appropriate individuals, paying particular
attention to channeling communications to other project offices.

·
Assist in performing
competitive procurements for goods and services (examples: cleaning, office
supplies, interpretation) and negotiate with vendors.

Resolve
administrative problems by coordinating preparation of reports, analyzing
data, and identifying solutions;
Complete
operational requirements by scheduling administrative projects; expediting
work results;
Contributes to
team effort by accomplishing related results as needed;
Undertakes
any other tasks/duties as assigned.

Inventory Management

· Maintain
supplies inventory by: checking stock to determine inventory level;
anticipating needed supplies; placing and expediting orders for supplies;
verifying receipt of supplies.

· Ensure
operation of equipment by: completing preventive maintenance requirements;
calling for repairs; maintaining equipment inventories; evaluating new
equipment and techniques.

· Keep
updated record of equipment issued to staff.

Records Management

· Develop and maintain office
filing systems in accordance with the project record map.

· Assist Accountant with
uploading financial vouchers to the Box system.

·
Input,
update, and maintain TAMIS database.

Secure
information by completing data base backups.

Meeting, Travel, and Schedule
Management

Schedule and prepare
materials for meetings.
Take, prepare, and
distribute minutes from meetings.
Assist Travel & Logistics Coordinator with making
logistical arrangements for all meetings and trainings including
procurement of stationery, venues, and making travel arrangements.

Human Resources

·
Ensure timeliness of timesheet
submission by all local employees.

· Liaise
with insurance carrier and social security manager for new hires and departing
employees.

Qualifications:

EDUCATION

University degree in business administration or relevant
field.

WORK EXPERIENCE

· Preferred three years 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.

SKILLS

Strong communication and
interpersonal skills,
The ability to work
effectively in a team environment.
Capable of operating various office equipment, such
as printers, scanners, telephones, etc.
Flexible and eager to
learn, willing to perform assigned and additional duties as required.
Ability to work well
under pressure.