The Ugandan Jobline

Job Title:    Administrative Assistant – USAID /
Uganda Family Planning Activity (FPA) (2 Job Vacancies)

Organization:
Pathfinder International

Duty Station:
Uganda

About US:

Pathfinder
International is driven by the conviction that all people, regardless of where
they live, have the right to decide whether and when to have children, to exist
free from fear and stigma, and to lead the lives they choose. Since 1957, we
have partnered with local governments, communities, and health systems in
developing countries to remove barriers to critical sexual and reproductive
health services. Together, we expand access to contraception, promote healthy
pregnancies, save women’s lives, and stop the spread of new HIV infections,
wherever the need is most urgent. Our work ensures millions of women, men, and
young people are able to choose their own paths forward.

Job Summary:  The Administrative Assistant is responsible
for the professional and efficient managing of visitors, telephone calls and
messages, as well as a variety of finance and general administration duties
that support the finance and administration functions of a Family Planning
Activity Cluster Office.

Key Duties and Responsibilities: 

·       Receive and direct visitors at the reception
and ensure they have been given the necessary assistance.

·       Manage the Cluster Office switchboard – this
includes answering, making telephone calls for staff and taking clear messages

·       Ensure that the reception area is well
maintained and kept orderly.

·       Receive and sort mail and deliveries; keep
records of outgoing letters and ensure use of the delivery book and dispatch
outgoing pouches to other PI field offices.

·       Manage the office stores and ensure all
necessary office supplies are available (stationaries, kitchen and cleaning
items).

·       Manage the meeting room(s) booking log.

·       Support all Drivers in transport coordination
by placing calls to staff and to drivers and communicating status.

·       In close supervision of Office Assistant
ensure office cleanliness is maintained.

·       Raise all procurement requisitions, provide
supportive documentation and forward for approval.

·       Follow up with procurement staffs to ensure
purchase orders are approved and sent to respective vendors.

·       Ensure vendors bring in their invoices in
time, supported and send to finance for payment.

·       Performing any other duty assigned by
supervisor.

Qualifications, Skills and Experience:

·       The ideal candidate must hold at least
diploma qualification in front office management or its equivalent; a Degree in
Business Management is highly desirable.

·       At least  five years relevant work experience preferably
in switchboard management

·       Excellent interpersonal and communication
skills and ability to relate to people of diverse backgrounds

·       Ability to work well with others

·       Ability to represent Pathfinder to visitors

·       Good organizational and planning skills

·       Organization, Planning, Coordination and Multi-tasking:
Advanced organizational and planning skills, project planning and management
skills. Proven ability to set priorities, meet deadlines and multi-task with
minimal supervision. Proven ability to coordinate activities.

·       Writing and Editing: Ability to compose and
edit correspondence, reports and general documentation.

·       Filling and Records Maintenance: Ability to
file and maintain records.

·       Functional Area Systems Expertise: Advanced
knowledge of functional area systems.

·       Onboarding: Ability to onboard new hires of
business unit and process required paperwork.

·       Software Applications: Advanced knowledge of
Microsoft products, including MS Word, PowerPoint, Excel, Access, Outlook.
Advanced knowledge of functional area specific software.

·       Project Management Planning and Management:
Ability to plan and manage cross-functional initiatives.

·       Analysis and Sound Judgement: Foundational
analytical and trouble shooting skills. Ability to make sound judgments.
Ability to improve processes, promote excellence and demonstrate accuracy and
thoroughness.

·       Proven ability to write and speak using local
language and English language

·       Communication: Advanced oral and written
communication skills using different forms of media. Ability to interact
professionally with culturally and linguistically diverse staff and clients

·       Sexual and Reproductive Health and Rights:
Foundational knowledge of family planning and reproductive health principles,
practices and services, including program strategies and indicators.
Foundational knowledge of assigned business unit’s function and deliverables
supporting sexual and reproductive health and rights

·       Passion for Sexual and Reproductive Health
Services: Demonstrated commitment to family planning, reproductive health
services, gender, maternal, child health services, and eradication of harmful
traditional practices

·       Influencing and Customer Service Skills:
Ability to influence using diplomacy skills with key stakeholders. Proven
customer service skills

·       Self-Management and Teamwork: Ability to work
independently or as a member of the team, ability to be detailed-oriented and
consistently accurate, ability to manage stress effectively in a fast-paced
environment, and ability to quickly learn new systems, processes and procedures
and adapt local practices to global standards.

·       Confidentiality: Proven ability to maintain
confidentiality on work-related matters

How to Apply:

All Candidates who
meet the above requirements should send a cover letter indicating the job title
in the subject line to the Human Resources Manager USAID.- Uganda Family
Planning Activity(FPA) and a detailed CV indicating current and expected gross
salary, telephone contacts and three of the most recent referees: preferably
supervisors to ugandajobs@pathfinder.org

Deadline: 15^th July 2020

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