Finance Officer - Kasese

  Finance Officer - Kasese   About the Role This position is a new and exciting role in our Uganda team as part of a new five (5) year...

Administrative Officer US NGO Job Opportunities - FHI 360

Job Title:     Administrative Officer
Organization: FHI 360
Duty Station: Kampala, Uganda

About US:
FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. FHI 360 serves more than 70 countries and all U.S. states and territories. Established in 1971, the organization has long managed in projects relating to family planning and reproductive health.

About MCHN Project:
Maternal Child Health and Nutrition (MCHN) The Uganda Maternal Child Health and Nutrition (MCHN) activity is a 5-year Cooperative agreement between the United States Agency for International Development Mission in Uganda (USAID/Uganda) and FHI 360. The aim of this award is to strengthen Government performance in implementing Strategies to improve MCHN outcomes. The two result areas are; MCHN service delivery improved and Capacity for MCHN "good" governance increased

Job Summary: This position is characterized by the performance of a variety of administrative and office support duties. Positions require knowledge of organizational and departmental policies and procedures in order to communicate information involving programs, functions, and services. Duties performed may include preparation of documents and reports, the use of office technology, compiling records, organizing and maintaining files, posting information , greeting/referring/assisting others, mail distribution, and photocopying.  The range of duties includes, but is not limited to, collecting and verifying data, summarizing and reconciling information or financial data, records management, review and processing, research and inventory. Positions may serve as the primary staff assistant to a department or manager. At the advanced level, may serve as a lead worker or may provide supervision to other employees.

Key Duties and Responsibilities: 
·       Answers phones.
·       Takes messages or fields/answers routine and non- routine questions.
·       Provides information to callers.
·       Works in cooperation with other Administrative Associates to cover phones.
·       Provides administrative support to staff for copying, faxing and large- scale mailings..
·       Responds to staff requests for administrative support as needed.
·       Sets up and maintain files, prepares reports, presentations and graphics, provides employees with office supplies, performs data entry, proofreads, and compiles special reports.
·       Receives and distributes incoming mailing and coordinates outgoing mail, including courier services, postage meter account, and interoffice mail distribution.
·       Schedules meetings and meeting arrangements.
·       Provides meeting support as needed (e.g., scheduling conference rooms, coordinating food, logistics).
·       Communicates with both internal and external personnel as required.
·       Prepares and maintains documentation, plans, reports, schedules, databases, spreadsheets, logs, etc. to support functions.
·       Assignments vary based on department and/or functional area.
·       May handle special projects and execute research and data analysis tasks,
·       Organizes and prioritizes large volumes of information and calls.
·       Performs desktop publishing. Creates and develops visual presentations.
·       Establishes, develops, maintains and updates filing system.
·       Retrieves information from files when needed.
·       Establishes, develops, maintains and updates library of trade journals and magazines.
·       Schedules and organizes complex activities such as meetings, travel, conferences and department activities for members of the department.
·       Arranges complex and detailed travel plans and itineraries.
·       Compiles documents for travel- related meetings.
·       Processes travel expense forms.
·       Compiles data and prepares reports.
·       Drafts written responses or replies by phone or e-mail when necessary for staff members, as requested.
·       Responds to regularly occurring requests for information.
·       Works independently or as a member of a team on special and ongoing projects.
·       Acts as a liaison with other departments and outside agencies, including high-level staff such as CEOs, Presidents, and Senior Vice Presidents.
·       Handles confidential and non-routine information and explains departmental policies when necessary.

Qualifications, Skills and Experience:
·       The ideal applicant should have Associates Degree or International Equivalent in Business Administration or Related Field.
·       At least 3 – 5 Years of related experience.
·       Ability to gather, recommend and summarize data for reports, finds solutions to various administrative problems, and prioritizes work.
·       Work requires attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
·       Typical Physical Demands:
·       Typical office environment. Ability to sit and stand for extended periods of time; ability to lift 5-50 lbs.
·       Technology to be Used:
·       Personal Computer, Microsoft Office (i.e. Word, Excel, PowerPoint, etc.), e-mail, telephone, printer, calculator, copier, cell phones, PDAs and other hand held devices.
·       Travel Requirements:
·       Less than 10%
·       This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
·       Demonstrates understanding of the area of specialization, of program procedures, methods, and practices to include knowledge of program and staff responsibilities.
·       Uses established filing and data systems, functions, and/or procedures that require knowledge of the program.
·       Reviews data and information for completeness and accuracy using standard guidelines; performs tasks with attention to detail.
·       Understands software used to perform day-to-day functions.
·       Uses office software programs, information systems, and office equipment to access, input, and verify standard information.
·       Communicates information clearly to staff, clients, and/or public about services, processes, and procedures using prescribed or established guidelines.
·       Utilizes program specific terminology.
·       Gathers readily available information from office records to drafts e-mails, memos and other documents.
·       Proofreads documents for grammar, spelling, punctuation, and basic formatting.
·       Provides answers to requests for general information.
·       Records and documents information accurately.
·       Problem Solving & Impact:
·       Recognizes, defines and resolves non-standard problems using operating procedures, practices and established precedents.
·       Resolves recurring issues and problems as well as some unique situations.
·       Anticipates problems and develops recommendations for management resolution.
·       Errors may be detected and corrected but may cause moderate loss of time or customer/user dissatisfaction.
·       Supervision Given/Received:
·       General supervision and instructions given for routine work and detailed instructions with periodic work review given for new activities or special assignments.
·       Contacts are typically with individuals within own department and with contacts outside own organization.
·       Contacts involve obtaining or providing information or data requiring some explanation or interpretation.
How to Apply:
All interested candidates apply online at the link below and follow the steps.
Job applicants should ONLY submit soft copy of a cover letter, CV, academic transcripts and three professional referees in one attachment not later than February 14,2020 to the link below
Here are the steps to follow;
·       Click on "Sign in”.
·       Click on "Create Account”
·       Add email and password
·       Upload CV and complete fields
·       Apply to any job.

Deadline: 14th February 2020

For more of the latest jobs, please visit  or find us on our facebook page

Related Posts Plugin for WordPress, Blogger...