Administrative Assistant USAID Project Job Placements - WEI/Bantwana

Job Title:       Administrative Assistant
Organisation: WEI/Bantwana
Project Name: USAID funded BETTER OUTCOMES for Children and Youth in Eastern and Northern Uganda
Reports to: Liaison Officer
Duty Station: Kampala, Uganda

About US:
WEI/Bantwana Initiative is a Non-Governmental Organization that helps families and children orphaned and made vulnerable by HIV/AIDS to access the comprehensive support and care they need to grow into healthy adults.

About USAID BETTER OUTCOMES Project:
World Education Inc. /Bantwana (WEI/B) is implementing the five- year USAID funded BETTER OUTCOMES for Children and Youth in Eastern and Northern Uganda. The goal of the project is to improve the wellbeing of children and youth orphaned and made vulnerable by HIV and other adversities in Eastern and Northern Uganda. BETTER OUTCOMES is implemented by a consortium of five partners, namely: WEI/B as the prime partner; Mercy Corps, Uganda Women’s Efforts to Save Orphans (UWESO), Youth, Alive and Friends of Christ Revival (FOC-REV); each responsible for specific technical aspects of the project. The project is being implemented in 20 districts of Eastern and Northern Uganda.

Job Summary: The Administration Assistant will support the program technical team in program implementation such as planning, running, and compiling reports for trainings, workshops and meetings

Key Duties and Responsibilities:   
  • In charge of receiving and welcoming visitors at the Office; receives applications, invoices, and any other documents as may be delivered.
  • Tasked with maintaining the reception area in a well-organized and presentable state
  • Answering phones and scheduling appointments/ meetings
  • Responsible for photocopying and ensuring a proper filing system at the office; Set up and update administrative files.
  • Tasked with writing and sharing minutes during staff meetings
  • In charge of preparing and Sending Correspondence

  • Responsible for writing and preparing reports and other official documents
  • Proper management and maintenance of assets i.e. furniture, fixtures and fittings, generators, computers, copiers/fax machines, etc; management of inventory/stationery stocks and reconciliations and also facilitate serving of such equipment as and when necessary
  • In charge of the management of kitchen supplies and Stationery Stores ensuring proper control and accountability as per WEI/Bantwana policies.
  • Maintain an up-to-date Stores ledger
  • Maintain up-to-date Stock cards to monitor the stock coming in and going out of the stores.
  • Verification of items delivered to the store.
  • Send monthly stock taking and submission of Stock report to Liaison Officer for planning purposes.
  • Tasked with the maintenance of Stores’ cleanliness.
  • Perform any other dirty that may be assigned

Qualifications, Skills and Experience:
  • The applicant for the USAID Project Administrative Assistant job placement must hold a Bachelor’s degree or relevant qualifications i.e. Development studies, Business Administration or any discipline in humanities
  • A minimum of three years of exposure and experience in the administration/program work experience particularly on donor-fended NGO projects.
  • Familiarity with project management policies, procedures and requirements, particularly USAID strongly preferred.
  • Demonstrated ability to quickly assemble knowledge of program management.
  • Excellent interpersonal skills and ability to work in teams.
  • Computer literacy skills i.e. proficiency in Microsoft office packages

How to Apply:
All suitably qualified and interested candidates who wish to join the World Education Inc. /Bantwana (WEI/B) are encouraged to apply via E-mail only be sending an updated CV and cover letter to: Human Resource Manager, World Education Inc Bantwana at wei_recruitment@ug.worlded.org

Deadline: 25th August 2017 by 5:00pm

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