The Ugandan Jobline

Job Title:  Administrative
Assistant

Organization:  University Research Co., LLC (URC)

Duty Station:
Uganda

Reports to: Procurement
and Administration Officer 

About US:

University Research
Co., LLC (URC) URC is a global company dedicated to improving the quality of
health care, social services, and health education worldwide. With a non-profit
affiliate, the Center for Human Services (CHS), URC manages projects in over 45
countries, including the United States.

About The Project:

The Quality and
Performance Institute (QPI) is a division of URC that has implemented quality
improvement and operations research programs in health care since 1981 and
continues to be at the cutting edge of health care improvement work in
countries around the world.

With the RHITES-N
Acholi Project (Regional Health Integration to Enhance Services in Northern
Uganda – Acholi), USAID will continue its support of the Government of Uganda’s
(GOU) efforts to improve access to and use of health services in the country’s
post-conflict northern region. RHITES-N Acholi Project activities will build on
USAID investments and national advances to increase access to and use of
high-quality integrated services that accelerate the ability and capacity to
respond to the specific health needs of residents in the Acholi sub-region,
leveraging the URC-ASSIST project successes.

Job Summary:  The Administration Assistant is a full-time
position and will be based in Gulu, Uganda. S/he will serve as the overall
office administration and stores management to the RHITES-N, Acholi project.
S/he will provide direct administration and stores management function to
ensure effective office management, safe and appropriate storage of all
supplies that transit through the project stores. S/he will regularly provide
the vital stock information needed to carry out forecasting, quantification,
procurement planning, ordering, reporting, storage, and general supplies
management.

Key Duties and Responsibilities: 

·       Ensure compliance to stock management
procedures (records, filling and identification).

·       Prepare invoices ready for payment and submit
them to finance and ensure suppliers are paid on time.

·       Carry out quality checks on supplier
deliveries/goods to ensure they meet required contract specifications.

·       Assist the procurement team in managing
inventory at the office store – including managing inventory records, keeping
stocks reconciled.

·       Ensure correct documentation and record
keeping of all received and dispatched supplies and consumables to the
districts

·       Conduct monthly inventory of stock and ensure
that stock cards are created, up-to-date, and accurate.

·       Prepare and submit weekly stock status
updates and monthly Stores management activities reports

·       Establishing an effective filling system for
maintaining the department records.

·       Responsible for daily office duties and
welfare of personnel.

·       Maintain and update records of assets and
store Inventories/Items for distribution.

·       Ensuring that all admin
invoices/accountabilities received retired on time

·       Liaising with finance office to ensure all
utilities are paid for on time.

·       Maintain an updated tracker for stores stock
status.

·       Support in tracking of purchase requests for
program staff.

·       Support in planning for the required
administrative resources and equipment’s and ensure their availability and
proper utilization.

·       Ensure well-coordinated & cost-effective
availability, security, maintenance/repairs of office equipment, furniture and
premises.

·       Ensure up to date, secured and insured assets
& inventory / stores; registers.

·       Perform any other duties as assigned by the
Supervisor.

Qualifications, Skills and Experience:

·       The ideal applicant must hold a degree in
Business Administration, Supply Chain Management, or related field.

·       At least 3 years’ experience in providing
technical support for improved management of stores and supply chain with
preferred experience in logistics management.

·       At least 2 years’ experience of working with
NGOs, districts and health facilities.

·       Excellent written and oral communication and
interpersonal skills

·       Desired Experience & Qualifications:

·       Proficiency with Microsoft Office products
(Word, Excel, Outlook)

Note: Only
candidates who are eligible to work in Uganda for an indefinite period without
a need for sponsorship will be considered for this position.

How to Apply:

All suitably
qualified and interested applicants should apply online at the link below

Click
Here

You must upload your
CV/Résumé and your Cover Letter where indicated. Also, please complete your
application form and attach a completed USAID Form 1420 Contractor Employee
Biographical Data Sheet as well. 

Due to the large
number of inquiries we receive, only candidates who have met the required
experience & qualifications for this position will be contacted. No phone
calls please. However, since we are active around the world in the field of
public health, we may wish to retain your CV in our database for other/future
opportunities, unless you direct us otherwise. Thank you very much for your
interest.

For more of the latest jobs, please visit https://www.theugandanjobline.com  or find us on our facebook page https://www.facebook.com/UgandanJobline

Related Jobs