Administrative Assistant / Secretary Job Careers - Goodman International Ltd

Job Title:         Administrative Assistant / Secretary Organization:  Goodman International Ltd Duty Station : Kampala, Uganda ...

Showing posts with label Business Administration Jobs in Uganda. Show all posts
Showing posts with label Business Administration Jobs in Uganda. Show all posts

Admin Jobs - Executive Assistant to the Country Director - StrongMinds

Job Title:           Executive Assistant to the Country Director
Organization:  StrongMinds Uganda
Duty Station:   Kampala, Uganda
Reporting to:   Country Director

About US:
StrongMinds is a dynamic and fast growing 501(c)(3) social enterprise that focuses on one of the most pervasive mental illnesses in the world.  We treat depression among women of all ages in Africa, where access to mental health treatment is extremely limited, and we are guided by a goal to treat two million depressed African women. 

Job Summary:  The Executive Assistant provides executive support to the Country Director and serves as a liaison to the Board of Directors and Senior Management Team. The Executive Assistant serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the office of the Director. The Executive Assistant must be innovative and be able to multi-task within an entrepreneurial environment that is mission-driven, results driven and community orientated. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant is required to work independently and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Key Duties and Responsibilities:  
Executive Support
·        Completes a broad variety of administrative tasks for the Director including: managing an extremely active calendar of appointments (both in person and Online); composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings;
·        Plans, coordinates and ensures the Director’s schedule is followed and respected;
·        Communicates directly, and on behalf of the Director, with Board members, donors, staff and others on matters related to the Director’s programmatic activities;
·        Provides a bridge for smooth communication between the Director’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff;
·        Works closely and effectively with the Director to keep him/her well informed of upcoming commitments and responsibilities, as well as following up appropriately;
·        Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the Director’s ability to effectively lead the organisation;
·        Prioritizing conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures; and
·        Manages the Director’s online presence, e.g., social media accounts, twitter feeds etc.
·        Ensure the maintenance of a proper filing and records keeping system (both electronic and paper) for minutes of Country Directors meetings and other related documents relevant to the business continuity of the organization. The filing system should facilitate easy storage and retrieval of information but also ensure the safety of confidential information.
·        Ensure availability of required office supplies, stationery, equipment etc. through the effective management of inventories for the smooth running of the office.
·        Lead the process of development and implementation of the Country Director’s Office budget
·        Ensure that the ambiance in the Country Director’s office is well maintained and depicts the good organisational image
·        Support the CD and Partnership Director to plan for donor visits and other guests (international and national) visiting SMU. This includes airport pick ups, local transport, hotel bookings, coordinating the visit schedule/itinerary and producing the report
·        Board Support and Liaison
·        Serves as the Director’s administrative liaison to the StrongMinds Uganda Board of Directors;
·        Assists board members with travel arrangements, lodging, and meal planning as needed;
·        Maintains discretion and confidentiality in relationships with all board members; and
·        Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format;
·        Maintain a proper filling system (electronic and paper) for all minutes and other documents that relate to SMU Board of Trustee activities;
·         In liaison with the Board secretary, prepare agendas and minutes of all Board and Board committee meetings, ensuring that action lists are availed and followed up by relevant persons in a timely fashion;
·         Prepare minutes and action points of the relevant meetings coordinated through the Country Director’s office;
Senior Management Liaison
·        Participates as an adjunct member of the Leadership Team including assisting in scheduling meetings, attending all meetings and taking minutes;
·        Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings; and
·        Facilities cross-divisional coordination of travel plans.

Qualifications, Skills and Experience:
·        The applicant must hold a Bachelor’s degree in Business Administration, Mass Communication, Public Administration or a related field required;
·        5-10 years of experience in supporting executives, preferably in an international non-profit organization;
·        Proficient in Microsoft Office (outlook, Word, Excel and PowerPoint) and social media;
·        Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail;
·        Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors;
·        Expert level written and verbal communication skills;
·        Demonstrated proactive approaches to problem-solving with strong decision-making capability;
·        Emotional maturity;
·        Highly resourceful team-player, with the ability to be extremely effective independently;
·        Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrates the highest level of customer/client service and response;
·        Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment;
·        Forward looking thinker, who actively seeks opportunities and proposes solutions;
·        Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures

The Executive Assistant will also be expected to model StrongMinds’ core values:
·        We are people-focused.
·        We think big and act fast.
·        We are data-driven.
·        We do what we say and say what we do.
·        We believe in collaboration, not competition.

How to Apply:
All candidates should apply online at the link below.

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Fresher Administration & Logistics Assistant - BNO Project NGO Jobs - Plan International

Organisation:  Plan International
Duty Station:   Uganda
Reports to:  Administration Coordinator

About US:
Plan International is an independent development and humanitarian not for profit organization that advances children's rights and equality for girls. We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And its girls who are most affected. Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children. We have been building powerful partnerships for children for more than 75 years, and are now active in more than 70 countries.

About Project:
The Building Community Resilience for Protection of Refugees and Host community Children and Adolescents in West Nile Project, aims to contribute to building protective environments for refugees within refugee settlements and host communities to ensure children and adolescents affected by the crisis thrive and feel safe from all forms of violence, including SGBV, and, have access to appropriate age and gender responsive protective services. It is a 24 month emergency response project funded by the Ministry for Development Cooperation Belgium through Plan International Belgium National Office (BNO). It will be implemented in West Nile covering: Rhino Camp in Madi-Okollo and Arua and Bidibidi Refugee settlement in Yumbe and host communities where these settlements are located.

Job Summary:  The Administration and Logistics Assistant supports the Administration department in facilitating effective implementation of BNO -BCRP Project activities to ensure project results are delivered in time and in line with project proposal, PIU West Nile emergency response strategy as well as Direction générale de la Coopération au Développement – DGD requirements.

Key Duties and Responsibilities:  
Admin Logistical support:
·        Prepare prompt payment to vendors according to the approved purchase order agreement; ensure punctual delivery of goods and services by the vendor; proper receipt and clearance of any materials, supplies, or equipment; and the negotiation of any returns or adjustments which may become necessary.
·        Book hotels and community food vendor services for accommodation and workshops required in conformity with Plan policies and procedures. Also organize Plan events, workshops and other related functions as agreed with the supervisor.
·        Review active orders to determine delivery status and follow up with vendors to assure prompt delivery.
·        Communicate with staff concerning delivery progress; maintain records to record receipt of invoices.
·        Perform procurement tasks that may be delegated by the Administration Coordinator.
·        Based on received request, book hotel services for accommodation and workshops as required.
·        Writing orders in the line of responsibility and drafting related correspondences.
·        Monitor the usage of stationery and order for replenishment as and when necessary.
Management of front desk and switch board:
·        Receive, announce and direct visitors to staff at Office in a courteous manner. As requested, make appointments.
·        Keep the reception area in an orderly manner to include updated reading materials, clean and organized arrangement, and easy access of visitors to beverages.
·        Receive incoming calls and place outgoing calls and handle incoming and outgoing correspondences addresses to Plan.
·        Develop and regularly maintain updated Office telephone directories. Complete telephone logs booked through reception for outgoing calls booked through the switchboard by indicating whether they are personal or official.
·        Report and suggest solutions related to improvement or malfunctioning of the switchboard to your supervisor.
·        Responsible for general office cleaning, office equipment maintenance and utilization, utility bills payment and tracking and follow-up on repairs needed with external service providers and the landlord to ensure works are done and are value for money.
·        Prepare and follow weekly transport schedules for the PU with relevant staff and as may be required liaise with Country Office and other PU administration staff to ensure efficiency in staff movements according to Plan transport policy
Management of petty cash function within established procedures:
·        Maintain reconciled Petty Cash Ledger by making entries into the ledger book to ensure that daily cash at hand reconciles with book balances.
·        Make petty cash payments against accurately completed and approved petty cash request forms.
·        Request petty cash replenishment as and when there are minimum balances and keep safe custody of the petty cash balances.
·        During the absence of customer care officer at reception, cover the reception desk and perform core activities of customer care desk.
·        Organizes Plan events, workshops and other related functions as agreed with the supervisor.
Dealing with Problems:
·        As delegated by the Procurement and Administration Coordinator, perform the tasks in line with established procedures and policies.

Qualifications, Skills and Experience:
·        The applicant for the Plan International Administration & Logistics Assistant - BNO Project job must hold a Bachelor’s Degree in business Administration, Bachelor of Commerce, Accounting, Arts, Social Sciences, Administration, Bachelor of logistics and procurement management, or another related field.
·        A minimum of two years of working experience in a relevant field.
·        Experience in use of Microsoft Office applications i.e. Word, Excel and Power Point.
·        Ability and willingness to learn and travel to the field
·        Very well organized and able to work under pressure
·        Excellent interpersonal skills
·        Plan International’s Values in Practice
·        We are open and accountable
·        Promotes a culture of openness and transparency, including with sponsors and donors.
·        Holds self and others accountable to achieve the highest standards of integrity.
·        Consistent and fair in the treatment of people.
·        Open about mistakes and keen to learn from them.
·        Accountable for ensuring we are a safe organization for all children, girls & young people

How to Apply:
All Qualified candidates please apply online at the link below.

Deadline: 10th July 2020

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

USAID Jobs - Project Management Assistant (Budget) - United States Embassy / US Mission

Job Title:         Project Management Assistant (Budget)
Organisation: United States US Embassy, US Mission in Uganda
Duty Station: USAID/Uganda Office of Education, Youth, and Child Development (EYCD), Kampala, Uganda
Salary Grade: UGX 80,301,804 - 117,612,946 per annum (FSN 09)
Reports to: EYCD Office Director

About US Embassy:
The United States Embassy in Kampala, Uganda has enjoyed diplomatic relations with Uganda for over 30 years.  Ambassador Deborah R. Malac currently heads the U.S Mission to Uganda.  The Mission is composed of several offices and organizations all working under the auspices of the Embassy and at the direction of the Ambassador.

Among the offices operating under the U.S Mission to Uganda are:
  • United States Agency for International Development (USAID)
  • Centers for Disease Control (CDC)
  • Peace Corps

Job Summary:  USAID/Uganda is seeking for qualified individuals to fill the Project Management Assistant (Budget) position. The position is in the USAID/Uganda Office of Education, Youth, and Child Development (EYCD). EYCD manages multiple funding streams including Basic Education, Higher Education and President's Emergency Plan for AIDS Relief (PEPFAR) funds which support basic education, child protection, and positive youth development activities. The multiple funding sources are allocated across activities and have different reporting and management requirements. The primary purpose of this position is to provide support to the EYCD Office in managing its multi-year portfolio of $200 million. The position will assist the EYCD Office to develop the annual program budget; oversee the procurement plan and track procurement actions; complete financial reporting requirements for presidential initiatives and other USAID activities; and assist the office in responding to additional financial information needs as requested. The position plays a major role in managing EYCD's complex and unique portfolio.

Key Duties and Responsibilities:  
Financial Management (40% of time)
With limited supervision, the PMA will provide programmatic and administrative leadership in structuring, updating and overseeing the entire EYCD Office financial portfolio of $200 million in multi-year funding, which is complex due to multiple funding sources with different allocation, attribution, and management requirements. The PMA is responsible for monitoring funds for interventions in basic education, higher education, orphans and vulnerable children, and positive youth development. Responsibilities shall include:
·        Working with Office Director, Deputy Director and Team Leaders and counterparts in the offices of Financial Management (OFM) Program & Policy Development (PPD) to construct EYCD program budgets by program area and element level and by congressional earmarks for planning purposes;
·        Assisting Team Leaders and other team members in providing an understanding of financial data and analysis for quarterly, semi-annual and annual reports;
·        Preparing monthly pipeline reports and spend plans and reviews with EYCD leadership to update planning figures, and presenting financials to EYCD Office and USAID/Uganda Mission leadership;
·        Receiving quarterly financial pipeline data from OFM, reviewing activities with activity managers and team leaders, providing pipeline analysis to EYCD leadership for quarterly mission pipeline and procurement plan reviews;
·        Working with the PPD and other EYCD staff to prepare the EYCD Congressional Budget Justification, annual operational plans, annual obligations by program area, documentation for obligation into development objective agreements, amendments/modifications, and on preparing the field support budget for USAID/Washington;
·        Tracking EYCD funds in all development objective agreements;
·        Negotiating joint program funding with other Mission technical offices, and tracking the funding for reporting and to assist EYCD and the other technical offices with strategic decision-making regarding sub-obligation of funds; and
·        Leading financial management capacity building within EYCD, training other support staff to manage financial aspects of program management, and Team Leaders and Contracting Officer/Agreement Officer Representatives (COR/AORs) to improve financial management of activities.
Procurement Support (40% of Time)
Provide programmatic and administrative oversight to procurement actions. Responsibilities shall include:
·        Working closely with activity managers to provide financial data for preparation of documentation on sub-obligations into specific implementing partner instruments and other mechanisms of a general and overall nature through GLAAS, Implementation Letters, and other mechanisms;
·        Participating in the clearance process of GLAAS requests and other documents by reviewing and clearing off on the documents before they go to the EYCD Office Director or Deputy Director;
·        Working with activity managers, unit leaders and OAA representatives to update the EYCD Procurement Plan, leading weekly procurement plan reviews with EYCD and OAA, preparing the office for monthly front office technical meetings, and quarterly portfolio reviews; and
·        Participating in program/pipeline/procurement Mission review, responding to EYCD budget-related procurement issues.
Program Management (20% of Time)
Managing, as COR/AOR, implementing instruments and partners, providing technical support and direction. Responsibilities shall include:
·        Fostering collaboration, participation, and agreement among implementing partners and USAID staff in the implementation and monitoring of EYCD activities. Responsible for providing strategic advice to implementing partners to ensure adherence to USAID/Uganda's strategy and relevant U.S. Government policies.
·        Reviewing, critiquing and approving project planning, implementation and monitoring documents including work plans, quarterly and annual reports, and project management plans.
·        Monitoring activity spending; reviewing and responding to quarterly accruals and pipeline analysis.
·        Taking a field-based approach to monitoring implementation to ensure the accuracy of their reporting and progress toward meeting project goals.
·        Working closely with other units within EYCD and with other offices to support joint field visits that inform integrated approaches.
·        Ensuring compliance with USAID regulations in all aspects of project implementation.

Qualifications, Skills and Experience:
NOTE:  All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.
·        The applicants for the United States US Embassy Project Management Assistant (Budget) job opportunity should have two years of full-time post-secondary study at college or university in Financial Management, Business Administration, and Accounting, Social Sciences. Required.
·        Three years of progressively responsible work in financial management, budgeting, accounting, business administration, with one year of program management, project development, social economic or related field is required.
·        Prior experience working with international donor organizations or donor-funded projects in budgeting, financial management or related work is required.
·        Demonstrated knowledge of accounting and budgeting practices and procedures is required.
·        Knowledge of program management, including design, implementation, monitoring, and evaluation is required.
·        Strong interpersonal skills, demonstrated experience, and ability to work in teams, clear concise writing skills, ability to meet tight deadlines, and logical analysis, accuracy and clear presentation skills.
·        Proven ability to work collaboratively with a range of counterparts at all levels including those from host country government, NGOs, other USAID Missions, other donors and rural resource users.
·        Computer literacy in Microsoft products, including for word processing and complex spreadsheets. Demonstrated experience in the preparation and presentation of complex reports and analyses.
·        Self-directed with demonstrated ability to perform with minimal supervision.
·        Language Proficiency: Level IV (fluent) in English with excellent speaking and writing skills is required.

How to Apply:
All those interested in working with the US mission in Kampala should send their applications and strictly adhere to the following:
·        A typed and hand signed (around Section 6 - Declaration) DS-174 Employment Application for Locally Employed Staff or Family Member (Click Here; Version Exp. 06/2022). Offerors are required to complete sections 1 through 6. (Make sure to use additional Work Experience pages (Section 4), if needed, to provide complete work history).
·        Cover letter (addressed to the USAID Supervisory Executive Officer) clearly indicating the position for which you are applying and describing how you meet the minimum requirements.
·        Complete curriculum vitae/resume. In order to fully evaluate your application, the resume must include:
·        Paid and non-paid experience, job title, dates held (month/year). Please specify unpaid or part time work. Any experience that does not include dates (month/year) will not be counted towards meeting the solicitation requirements. (NOTE: Resume and DS-174 work experience should match.)
·        Specific duties performed that fully detail the level and complexity of the work.
·        Education and any other qualifications including job-related training courses, job-related skills, or job- related honors, awards or accomplishments.
·        Name and contact information (phone and email) of three (3) professional references. At least one of the references must be a prior or current direct supervisor.
·        Supplemental [separate] document specifically addressing each QRF as outlined in the solicitation.
·        Copies of Academic Transcripts
·        Offers should be in a standard file type such as Microsoft Word (.doc) or Adobe Acrobat (.pdf). All should be in one document which should not exceed 10MB.
·        Submitted offers and documents become the property of USAID and will not be returned.

Submit Application To:

Human Resources Office

By email at

NB: Your application will be reviewed if you have fulfilled all the requirements including submission of standard file types such as Microsoft Word (.doc) and Adobe Acrobat (.pdf) in a single attachment (No Zipped files, Links or Multiple Attachments) and should not exceed 10MB. Please clearly indicate the position number and title you are applying for on the DS-174 form.

Deadline: 10th July 2020

The US Mission in Kampala provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation.  The Department of State also strives to achieve equal employment opportunity in all personnel operations through continuing diversity enhancement programs.

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