Job at AAH Uganda Action Africa Help International – Programme Administration & Procurement Officer Job Opportunity at

Reports to: Area Manager (Rwamwanja) with dotted line to Procurement Officer
Staff reporting to this post: Watchmen, Cleaners, Cooks
Liaises with: Finance Officer, HR and Admin Officer, Project Officers and Project staff
Duty Station: Rwamwanja
Job Summary: Provide administrative services for efficient running of different projects in the programme; and support the procurement of goods and services for staff in accordance with procurement policies and guidelines.

Duties & Responsibilities
·         Maintain and organize insurance of office equipment through organizing routine maintenance and repairs.
·         Provide direct support to the Area Manager and Project Officers in the preparation of project reports, work plans and budgets in line with AAH strategic objectives.
·         Ensure requisitions and other documents submitted to the Area Manager for signing are correct and complete.
·         Maintain proper adherence to procurement procedures for Action Africa Help International, including purchasing up-to-date goods and services required.
·         Sourcing for competent suppliers who can meet the growing needs of Action Africa help international
·         Following up suppliers to ensure compliance with the contract terms in regards to quality, price and delivery terms.
·         Prepare and issue out approved local purchase orders to suppliers.
·         Finalize credit contracts with suppliers on approval by management team.
·         Carry out stock check of office stationary, sanitation and hospitality items every month.
·         Help the storekeeper to verify and maintain proper stock records
·         Prepare and submit supplier’s payment requests to finance for payment
·         Maintenance of procurement files
·         Participate in the preparation of procurement plans.
·         Efficiently arrange for meetings/workshops, collate documentation and information to support these meetings, and where required preparing minutes and other relevant reports/documentation in a timely manner
·         Assist in coordinating and tracking of documents for the Area Manager.
·         Maintain inventory of stationary and office supplies for the Area Manager and/or Site Coordinators office.
·         Provide necessary clerical and secretarial support including maintaining effective filing, scanning, photocopying, archiving and record keeping systems, both paper and electronic of reports and other materials
·         In collaboration with the HR and Admin Officer, support the recruitment process through placing local advertisements, inviting prospective candidates for interviews and administering the interviews in order to achieve a quality and timely selection process.
·         In coordination with the Procurement Officer, support cost effective procurement of office and other field items according to different project budgets and plans.
·         Support and host visitors from the project and elsewhere by arranging inductions and other programmes for them ensuring high level of care.
·         Coordinate the flow of information between the project officers, departmental staff and staff in the country to ensure issues are communicated appropriately; the manager is kept briefed during absences from the office and on his/her return;
·         To monitor staff welfare and health and report to the HR and Administration Officer for appropriate action
·         Coordinate and liaise with finance and administration officer for payment of office stationery and other utilities e.g. internet, telephone, DSTV and electricity bills.
·         Support the project communication strategy through preparation of draft communiqués for the Area Manager
·         Support preparation, collation and submission of periodic  project reports
·         Undertake any other relevant task at the direction of the Supervisor.

·         A Bachelor’s degree in International Relations, Business Administration, Social Sciences Procurement and Purchasing or a related qualification from a recognized institution
·         A post graduate certificate in HR AND/OR Stores Management is an added advantage.
·         At least 3 years’ experience in a similar position.

Skills and Competencies
·         Excellent facilitation, inter-personal and communication skills
·         A good command of both written and spoken English
·         Attention to detail
·         Excellent report writing skills
·         Flexible and Adaptable
·         Patient, understanding and of a pleasant character
·         Computer literate with ability to use Microsoft Office
·         Excellent Management skills
·         Able to capacity build and develop others
·         Ability to mobilize different audiences and communities
·         Commitment to the organizational values
·         Ability to coach, mentor and develop others
·         Cooperates and works effectively with others in an emergency setting in the pursuit of common goals.
·         Promotes, practices, and helps others value and respect diversity of gender, culture, opinions, values, perspectives, ideas, skills, expertise, knowledge, and experiences.
·         Works effectively on multiple assignments simultaneously and adapts to changing demands and circumstances;
·         Performs effectively in unstable, uncertain, or potentially dangerous environments while maintaining physical and mental health
·         Commitment to and understanding of AAH-I’s values
How to apply:
Please check the company website: for details of the Job description.
Interested persons who meet the above criteria should submit their applications by email (together with an updated CV, copies of transcripts, with at least three suitable referees and their telephone contact) This e-mail address is being protected from spambots. You need JavaScript enabled to view it; Applications should be addressed to;
Human Resource & Administration Officer,
Action Africa Help International- Uganda
Plot 72 Ntinda Road,
P O Box 10501,
Kampala, Uganda.
Deadline for receiving applications is: 20th/07/2012.
However we shall handle applications as they come because of the humanitarian emergency nature of this programme.
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