Administrative Assistant Jobs – The Uganda Country Coordinating Mechanism (CCM)

Organisation: The
Uganda Country Coordinating Mechanism (CCM)
Duty Station: Kampala,
Reports to:
CCM Secretariat Coordinator/ Executive Secretary
About CCM:
The Uganda Country
Coordinating Mechanism (CCM) is the Board at country level that oversees the
mobilization of resources and grant implementation to ensure that Funding
requests and applications to the Global Fund are country led and grants are
effectively and efficiently implemented in Uganda.
Job Summary:  The Administrative Assistant will be tasked
with CCM general administration and logistical management for activities,
office management, assigned staff (interns/volunteers), outsourced service
providers and suppliers.
Key Duties and Responsibilities: 
  • General Administration (30%)
  • Logistical Planning and Coordination Support (25%)
  • Human Resource (HR) Administration and Management Support to the CCM
    Secretariat Coordinator/ Executive Secretary (20%)
  • Administrative Support to the CCM Finance & Procurement
    Department (10%)
  • CCM Documentation, Information and Communication (10%)
  • CM Secretariat Front Desk and Management of the Reception Area (5%)

Qualifications, Skills and Experience: 
  • The ideal candidate must hold an Honor’s Bachelors’ Degree in
    Business Administration/Management, Office Administration/Management,
    Secretarial Studies, Human Resource Management, Public Administration,
    Procurement & Logistics Management, Development Studies, Public
    Health, Information & Communication Technology, Records Management or
    any other management related degree from a recognized University
  • A Post Graduate Diploma or Masters’ Degree in any other related or
    relevant field is desirable.
  • Certificate or basic professional qualification in Secretarial
    Studies and Administration, Human Resource Management, Procurement,
    Logistics, Records Management & Archiving or Accounting is an added
  • Additional training in customer care is an added advantage
  • Minimum 3 years’ general work experience in a busy and
    multi-cultural environment; in a senior office reporting to the Managing
    Director/Executive Director/Chief Executive Officer/ Executive
  • At least 2 years’ experience in administration, front desk/reception
    management, office management, customer care, logistics, procurement, and
    book keeping in a reputable multi¬donor and/or private sector organization
    in Uganda.
  • Experience of working with multi/bilateral organizations, Private
    sector firm/company, national and/or international NGOs is an advantage
  • Experience and skills in logistical planning and management
  • Experience in writing and producing detailed management reports
  • Experience in composing and responding to/answering emails as
    directed by management
  • Experience of working as the human resources liaison in the office
    is an advantage
  • Knowledge of image software programs, databases and accounting
    software is an added advantage.
  • Knowledge of how to run and troubleshoot office equipment e.g.
    computers, photocopiers, printers, scanners, etc.
  • Training in video conferencing, phone systems and database
    management is an added advantage
  • Valid driving license is an added advantage.
  • Knowledge of modern office management, administration and customer
    care procedures is highly preferred
  • Excellent Administration and Office Management competencies and
  • Excellent people management skills, with proven ability to
    communicate, engage and interact with high-level officials from the
    Government, Civil Society, Development Partners/Donors and the Private
  • Excellent administrative, organizational, coordination and
    logistical planning skills.
  • Good numerical skills and highly detail-oriented (attention to
  • Excellent oral/verbal and written communication skills
  • Good team work and interpersonal skills
  • Good problem-solving abilities
  • Ability to compile information, analyze data according to protocols,
    and prepare reports
  • Ability to maintain updated administration and office management
    information & records
  • Ability to operate modern office equipment.
  • Attention to detail and ability to maintain confidentiality of information
    & documents handled
  • Ability to work and communicate effectively with a diverse range of
  • Good report writing, presentation and communication skills
  • Ability to work in a fast-paced and deadline & output-oriented
    environment while remaining calm and professional
  • Good report writing, editing and data management skills are
  • Ability to take initiative and work proactively with minimal
  • Records management and archiving competencies and skills
  • Public relations and customer care skills
  • Desktop publishing, inventory control, records & archives
    management, supervisory and accounting skills are desirable
  • A pleasant and friendly personality is highly preferred and other
    interpersonal skills e.g. patience, tact and the ability to maintain
    composure are also valuable
  • Ability to efficiently handle/manage multiple tasks simultaneously,
    set priorities and work in a winning team
  • Ability to use a variety of office software packages for managing
    tasks including email, scheduling, word processing and spreadsheet
  • Willingness to take and follow direct orders
  • Proficiency in English language skills
  • Proficient use of Microsoft Office software, digital media,
    web-based communication and internet tools.
How to Apply: 
All suitably
qualified candidates should endeavor to provide and attach the following:
  • Application cover letter (including
    valid Address, Telephone and E-mail contact details)
  • Application Form, Download
  • Contacts of three (3) referees
    (including email and telephone contact details)
  • Copies of academic and professional
    qualification transcripts &certificates
  • Two (2) recent passport size photographs
  • Copies of letters of appointment from
    previous and/or current employer(s)
The complete
applications should be sent to the Office of:
The Chairperson of
the Uganda Country Coordinating Mechanism (CCM), C/0 Uganda AIDS Commission,
Plot 1-3 Salim Bay Road, Ntinda, P.O. Box 10779, Kampala, Uganda
Deadline: 19th July 2018
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