Job Title: Administrative
Officer
Officer
Organization: Private Sector Foundation Uganda (PSFU)
Project Name: Competitive
and Enterprise Development Project (CEDP)
and Enterprise Development Project (CEDP)
Funding Source: World Bank
Duty Station: Kampala, Uganda
Reports to: Project
Coordinator, CEDP
Coordinator, CEDP
About CEDP:
The Government of Uganda has received credit from the World Bank
towards implementation of the Competitive and Enterprise Development Project
(CEDP). The project development objective (PDO) is to improve the
competitiveness of enterprises in Uganda through supporting reforms in priority
productive and service sectors geared towards a better investment climate with
particular focus on MSMEs.
towards implementation of the Competitive and Enterprise Development Project
(CEDP). The project development objective (PDO) is to improve the
competitiveness of enterprises in Uganda through supporting reforms in priority
productive and service sectors geared towards a better investment climate with
particular focus on MSMEs.
The 5 year project comprises of four major components and will be
implemented by seven agencies. However, the overall coordination of the Project
will lie with the Private Sector Foundation Uganda (PSFU) through a Project
Coordination Unit (PCU).
implemented by seven agencies. However, the overall coordination of the Project
will lie with the Private Sector Foundation Uganda (PSFU) through a Project
Coordination Unit (PCU).
Job Summary: The CEDP
Administrative Officer will be responsible for all activities aimed at ensuring
the efficient administration of the project. As office Superintendent, the
administrative officer shall manage and oversee activities of the support staff
and ensure that any matters are promptly and appropriately handled. The Officer
will also ensure that office logistics are availed and functional at
appropriate times and that the project environment is serene.
Administrative Officer will be responsible for all activities aimed at ensuring
the efficient administration of the project. As office Superintendent, the
administrative officer shall manage and oversee activities of the support staff
and ensure that any matters are promptly and appropriately handled. The Officer
will also ensure that office logistics are availed and functional at
appropriate times and that the project environment is serene.
Key Duties and
Responsibilities:
Responsibilities:
- Answer telephones and give information to
callers, take messages, or transfer calls to appropriate individuals,
Answer enquiries in form of telephone or email and providing general
information. Assist in making outgoing calls when requested by other
staff. - Receive, and direct stakeholders/visitors
to appropriate Officer. - Receive and sort mails, collecting and
distributing mails to respective offices. Confirm receipt of mails or
documents - Responsible for keeping the reception tidy
- Photocopying and filling and maintaining
attendance register. - Arrange travel reservations for office
personnel. - Schedule and confirm appointments for
clients, customers, or supervisors. - Set up and maintain paper and electronic
filing systems for records, correspondence, and other material. - Take dictation in shorthand and transcribe
information. - Operate electronic mail systems and
coordinate the flow of information both internally and with other
organizations. - Operate office equipment such as fax
machines, copiers, and phone systems - Process all matters of general office
administration and staff matters and administer daily office operations
and coordinate logistic requirements - Coordinate and organize meetings including
venues, facilities, document preparation and catering. - Prepare attendance register for participants
in workshops or conferences - Support drafting, editing and finalizing
reports and correspondences. - Prepare, type, and distribute meeting
notes, routine correspondence, and reports. - Ensure that all documents, correspondences
are appropriately and securely filed meticulously. - Formulate and implement/administer Human
Resource procedures, and monitor their effectiveness. - Follow up all service contracts e.g.
security services, cleaning services etc under the PCU to ensure that they
are implemented in accordance with the terms therein, and renewed on time. - Identify and rationalize career and
training opportunities/needs for project staff. - Make sure all Human Resource data types
and reports are continually kept up-to-date. - Keep an inventory of the equipment and
goods for the project. - Perform any other duties incidental to the
above as may be assigned by the Project Coordinator from time to time.
Key Performance Indicators:
- Well Maintained staff files and office
records that are complete and accurate - Up to date stores register.
- Workshops, conferences and meetings are
well coordinated - Tasks accomplished within deadlines.
- Feedback from Stakeholders and Staff
demonstrates effective and courteous communication skills
Qualifications, Skills and
Experience:
Experience:
- The candidates should hold an honour’s bachelors’
degree in Administrative & Secretarial Science, Social Sciences,
development studies, Business Administration, Management or a related
field. A post-graduate qualification in human resource management, project
planning & management, business administration, stores/logistics
management, secretarial is an added advantage. - Be knowledgeable in modern Office systems
and must be computer literate. - Be highly familiar with efficient working
environment where targets must be met timely, and there may need to work
long hours; for example under a Donor funded project
Coordination/Implementation unit. s - Excellent communication, negotiation and
interpersonal skills. - Possess the ability to plan, organize,
solve problems, implement, monitor and evaluate tasks and to deliver
outputs to meet required deadlines; ability to relate well with a
multiplicity of stakeholders; self-motivated and team worker, and of
demonstrable and unquestionable level of integrity. - Ability to work with minimal supervision.
- Excellent drafting, report writing and
communication skills - Strong ability to organize and prioritize
workloads, meet deadlines and targets. - Proven ability to work as a team
leader/team member. - Computer literacy skills i.e. knowledge of
Microsoft Office, email and Internet is essential - Must have a typing speed of at least 40
words per minute. - Proven integrity and confidentiality in
handling public resources and in executing duties as demonstrated by the
letters from the referees
How to Apply:
All candidates are encouraged
to deliver their application letters, updated curriculum vita and photocopies
of academic and professional certificates to the address below.
to deliver their application letters, updated curriculum vita and photocopies
of academic and professional certificates to the address below.
Please indicate the position
being applied for on top of the envelope.
being applied for on top of the envelope.
The Project Coordinator,
Competitiveness and Enterprise
Development Project (CEDP)
Development Project (CEDP)
Private Sector Foundation
Uganda (PSFU)
Uganda (PSFU)
Plot 43, Nakasero Road,
P. O. Box 7683, Kampala-
Uganda.
Uganda.
Deadline: 1st September, 2014
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