USAID P&R Project Jobs – Administrative Assistant at Development Alternatives Inc. (DAI)

Organisation:
Development Alternatives Inc. (DAI)
Project Name:
Preparedness and Response (P&R) Project
Funding Source: USAID
Duty Station:  Kampala, Uganda
Reports to: Finance
& Administration Manager
About US:
Development Alternatives Inc.
(DAI) is a private development company based in Washington, D.C. DAI works on
the frontlines of international development. Transforming ideas into
action—action into impact. We are committed to shaping a more livable world. We
tackle fundamental social and economic development problems caused by
inefficient markets, ineffective governance, and instability. We work with a
wide range of clients, including national and local governments, bilateral and
multilateral donors, private corporations, and philanthropies.
About USAID P&R Project:
Preparedness and Response
(P&R) is one component of USAID’s Emerging Pandemic Threats (EPT 2)
program.  P&R has a dual mandate to
help countries design and implement National Preparedness and Response Plans for
public health events of unknown etiology and to establish and strengthen
National One Health Platforms.  Our goal
is to help address the practical issues confronting national governments as
they strive to cope with the human, financial, and logistical constraints
associated pandemic threats.  The P&R
project provides technical assistance and training services to build national
and regional capacity in a sustainable manner.
Job Summary: The
Administrative Assistant is a key member of the regional office team for the
support of all day-to-day business operations of the office.  The Administrative Assistant is responsible
for implementing administrative systems, procedures, and policies.  He/she will also coordinate with all the
regional office staff, as well as home office administration staff based in the
United States.
Key Duties and Responsibilities: 
1. Office Administration:
  • Provide timely administrative support to
    ensure that office operations are maintained in an effective, up to date,
    and accurate manner;
  • Act as an office receptionist, greet
    visitors and ensure reception coverage at all times during business hours;
  • Handle calls, mail, and electronic
    communications and interface as appropriate to parties passing through or
    using the project office.  In addition,
    route messages and information to appropriate individuals, paying
    particular attention to channeling communications to other project
    offices.
  • Support in performing competitive
    procurements for goods and services (examples: cleaning, office supplies,
    interpretation) and negotiate with vendors.
  • Resolve administrative problems by
    coordinating preparation of reports, analyzing data, and identifying
    solutions;
  • Complete operational requirements by
    scheduling administrative projects; expediting work results;
  • Significantly contributes to team effort
    by accomplishing related results as needed;
2. Inventory Management:
  • Maintain supplies inventory by: checking
    stock to determine inventory level; anticipating needed supplies; placing
    and expediting orders for supplies; verifying receipt of supplies.
  • Ensure operation of equipment by:
    completing preventive maintenance requirements; calling for repairs;
    maintaining equipment inventories; evaluating new equipment and
    techniques.
  • Keep updated record of equipment issued
    to staff.
3. Meeting, Travel, and
Schedule Management:
  • Schedule and prepare materials for
    meetings.
  • Take, prepare, and distribute minutes
    from meetings.
  • Support the Travel & Logistics
    Coordinator with making logistical arrangements for all meetings and
    trainings including procurement of stationery, venues, and making travel
    arrangements.
4. Records Management:
  • Develop and maintain office filing
    systems in accordance with the project record map.
  • Support the Accountant with uploading
    financial vouchers to the Box system.
  • Input, update, and maintain TAMIS
    database.
  • Secure information by completing data
    base backups.
5. Human Resources:
  • Ensure timeliness of timesheet
    submission by all local employees.
  • Works closely with the insurance carrier
    and social security manager for new hires and departing employees.
Qualifications, Skills and Experience:    
  • All applicants who wish to join DAI’s
    USAID Project should hold a University degree in business administration
    or relevant field.
  • At least three years’ work experience in
    the administrative, secretary, or general office support functions.
  • Working knowledge of USAID policies and
    procedures preferred; USAID experience or work on international
    donor-funded projects a plus.
  • Excellent communication and
    interpersonal skills,
  • Possess the ability to work effectively
    in a team environment.
  • Highly capable of operating various
    office equipment, such as printers, scanners, telephones, etc.
  • Flexible and eager to learn, willing to
    perform assigned and additional duties as required.
  • Possess the ability to work well under
    pressure.
  • English language fluency required.
How to Apply: 
All suitably qualified and
interested candidates who wish to join the USAID DAI Project should send their
updated CVs to PRPrecruitment@dai.com. 
The Subject of the E-mail
should read:  “UGANDA ADMIN
ASSISTANT”
Deadline: 7th March, 2015.
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Visit http://www.theugandanjobline.com
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