Private Sector Foundation Uganda (PSFU) Administrative Officer Job Vacancy in Uganda

Job Title: Administrative Officer

Organization: Private Sector Foundation
Uganda (PSFU)

Project Name: Competitive and Enterprise
Development Project (CEDP)

Funding Source: World Bank

Duty Station: Kampala, Uganda

Reports to: Project Coordinator, CEDP

About CEDP:

The Government of
Uganda has received credit from the World Bank towards implementation of the
Competitive and Enterprise Development Project (CEDP). The project development
objective (PDO) is to improve the competitiveness of enterprises in Uganda
through supporting reforms in priority productive and service sectors geared
towards a better investment climate with particular focus on MSMEs.

The 5 year project
comprises of four major components and will be implemented by seven agencies.
However, the overall coordination of the Project will lie with the Private
Sector Foundation Uganda (PSFU) through a Project Coordination Unit (PCU).

Job Summary: The CEDP Administrative Officer
will be responsible for all activities aimed at ensuring the efficient
administration of the project. As office Superintendent, the administrative
officer shall manage and oversee activities of the support staff and ensure
that any matters are promptly and appropriately handled. The Officer will also
ensure that office logistics are availed and functional at appropriate times
and that the project environment is serene.

Key Duties and
Responsibilities:

Answer telephones and give information to callers, take messages,
or transfer calls to appropriate individuals, Answer enquiries in form of
telephone or email and providing general information. Assist in making
outgoing calls when requested by other staff.
Receive, and direct stakeholders/visitors to appropriate Officer.
Receive and sort mails, collecting and distributing mails to
respective offices. Confirm receipt of mails or documents
Responsible for keeping the reception tidy
Photocopying and filling and maintaining attendance register.
Arrange travel reservations for office personnel.
Schedule and confirm appointments for clients, customers, or
supervisors.
Set up and maintain paper and electronic filing systems for
records, correspondence, and other material.
Take dictation in shorthand and transcribe information.
Operate electronic mail systems and coordinate the flow of
information both internally and with other organizations.
Operate office equipment such as fax machines, copiers, and phone
systems
Process all matters of general office administration and staff
matters and administer daily office operations and coordinate logistic
requirements
Coordinate and organize meetings including venues, facilities,
document preparation and catering.
Prepare attendance register for participants in workshops or
conferences
Support drafting, editing and finalizing reports and
correspondences.
Prepare, type, and distribute meeting notes, routine correspondence,
and reports.
Ensure that all documents, correspondences are appropriately and
securely filed meticulously.
Formulate and implement/administer Human Resource procedures, and
monitor their effectiveness.
Follow up all service contracts e.g. security services, cleaning
services etc under the PCU to ensure that they are implemented in
accordance with the terms therein, and renewed on time.
Identify and rationalize career and training opportunities/needs
for project staff.
Make sure all Human Resource data types and reports are continually
kept up-to-date.
Keep an inventory of the equipment and goods for the project.
Perform any other duties incidental to the above as may be assigned
by the Project Coordinator from time to time.

Key Performance Indicators:

Well Maintained staff files and office records that are complete
and accurate
Up to date stores register.
Workshops, conferences and meetings are well coordinated
Tasks accomplished within deadlines.
Feedback from Stakeholders and Staff demonstrates effective and
courteous communication skills

Qualifications,
Skills and Experience:

The candidates should hold an honour’s bachelors’ degree in
Administrative & Secretarial Science, Social Sciences, development
studies, Business Administration, Management or a related field. A
post-graduate qualification in human resource management, project planning
& management, business administration, stores/logistics management,
secretarial is an added advantage.
Be knowledgeable in modern Office systems and must be computer
literate.
Be highly familiar with efficient working environment where targets
must be met timely, and there may need to work long hours; for example
under a Donor funded project Coordination/Implementation unit. s
Excellent communication, negotiation and interpersonal skills.
Possess the ability to plan, organize, solve problems, implement,
monitor and evaluate tasks and to deliver outputs to meet required
deadlines; ability to relate well with a multiplicity of stakeholders;
self-motivated and team worker, and of demonstrable and unquestionable
level of integrity.
Ability to work with minimal supervision.
Excellent drafting, report writing and communication skills
Strong ability to organize and prioritize workloads, meet deadlines
and targets.
Proven ability to work as a team leader/team member.
Computer literacy skills i.e. knowledge of Microsoft Office, email
and Internet is essential
Must have a typing speed of at least 40 words per minute.
Proven integrity and confidentiality in handling public resources
and in executing duties as demonstrated by the letters from the referees

How to Apply:

All candidates are
encouraged to deliver their application letters, updated curriculum vita and
photocopies of academic and professional certificates to the address below.

Please indicate the
position being applied for on top of the envelope.

The Project
Coordinator,

Competitiveness and
Enterprise Development Project (CEDP)

Private Sector
Foundation Uganda (PSFU)

Plot 43, Nakasero
Road,

P. O. Box 7683,
Kampala- Uganda.

Deadline: 1st
September, 2014