URC USAID ASSIST Project Careers – Program Officer

Job Title:  Program Officer
Organisation: University Research co., LLC (URC)
Project Name: USAID Applying science to strengthen and
Improve Systems (ASSIST) Project
Duty Station: Gulu, Uganda
Reports to: Programme Coordinator
About URC ASSIST Project:
University Research Co., LLC
(URC), a US-based public health organization working in Uganda since 2005, is
implementing the USAID Applying science to strengthen and Improve Systems
(ASSIST) Project which is a five-year cooperative agreement dedicated to
improving health, population and nutrition services through technical support
to service delivery institutions, country Ministries of Health, USAID country
missions, and cooperating agencies.
Job Summary:  The Program
Officer will provide general project
administrative support to USAID ASSIST Gulu technical staff and other partners with the overall aim of
ensuring smooth functioning of operations and project activities. The Program
Officer will also be responsible for maintaining proper procurement processes
and procedures in accordance to the USAID procurement rules and regulations,
providing administrative support for the implementation of project-supported
Key Duties and Responsibilities:
1. Project Management:
  • Provide
    administrative support during trainings, workshops and meetings; Ensure
    proper room arrangements and facilitation of participants; paying perdiem
    and transport refunds to participants; arrange and coordinate venues;
    organize stationary /printing /training equipment/copying, sorting and
  • Works
    closely with the technical staff to prepare invitations for
    meetings/workshops and follow up with participants as needed.
  • Schedules
    and convenes executive and stakeholder meetings; takes meeting minutes,
    prepares and distributes the minutes in a timely manner. Identifies action
    items and ensures follow-up on action items through to their completion.
  • Actively
    coordinates all domestic travel and hotel arrangements related to URC –
    ASSIST project activities.
  • Ensures
    that all travel arrangements are in compliance with USAID regulations and
    URC procedures.
  • Account
    for money advanced for any purchases and payments made during the meeting/workshops.
2. Fleet Management:
  • Actively
    monitor and control vehicle allocations and movement.
  • Ensure
    availability of fuel to allow for no disruption in programs
  • Ensure
    vehicles are kept in good condition to ensure maximum safety of employees
    and products.
  • Develop
    weekly field travel schedules for staff and allocating drivers
  • Manage
    the pool of vehicles including maintenance.
  • Ensure
    all vehicles have valid insurance and drivers/technical persons to driver
    office vehicles have valid driving permits.
  • Monitor
    vehicle log books.
  • Generate
    clear & concise communication flows between drivers and staff concerning
    work expectations and route requirements.
  • Keep
    track of all fuel card utilization and make monthly report.
3. Procurement & Stores Management:
  • Works
    closely with the Finance Officer to purchase stock for all general office
    supplies, and ensures safe custody and proper use and maintenance of
    office supplies.
  • Responsible
    for the organization stores; s/he will receive, issue and ensure all
    inventory in the stores is safe and adequately recorded on a daily basis.
  • Manage
    the regular upkeep and maintenance of the store, ensuring the availability
    of adequate amount of office stationary, cleaning material and other goods
    in the stores.
  • Works
    in consultation with the Project Finance team, coordinate payment of goods
    and services upon receipt of invoices in accordance with URC policies and
    ensure compliance with USAID financial and procurement policies and
4. Inventory Management:
  • Keenly
    track project inventory in URC format including equipment, furniture and
  • Ensuring
    an efficient inventory tracking and management system and maintaining
    adequate stock levels at all times.
  • Ensure
    that all assets are signed for by respective users.
  • Maintain
    office inventory and tag each individual with inventory serial numbers,
    conduct a semi-annual physical inventory review and record any losses or
    damaged furnishings and or equipment.
  • Maintain
    and update the Inventory register, including a physical count done at
    least twice a year and make reports on the inventory status and submits
    them to the supervisor.
5. Other Responsibilities:
  • Establish
    and oversee all information and filing systems required to verify use of
    project resources and supplies, including purchase order files.
  • Keenly
    monitor hotel services and book staff in different hotels as requested.
  • Perform
    any other task assigned by the supervisor.
Qualifications, Skills and
  • The
    ideal candidate for the USAID ASSIST Project Program Officer should hold a
    Bachelor’s Degree in Business Administration, Procurement & Supply
    chain management, SWASA or related field.
  • Post
    Graduate in Project Planning & management.
  • A
    minimum of three or more years’ relevant work experience in a similar
    position in an NGO setting.
  • Excellent
    Planning, organising, communication and interpersonal skills.
  • Possess
    the ability to work in a multicultural environment, pay attention to
    detail and maintaining confidentiality is a must.
  • Computer
    literacy skills i.e. Proficiency in MS office.
  • Be
    a person with high integrity.
  • Good
    knowledge and understanding of  USAID
    regulations and rules is desired.
How to Apply: 
All suitably qualified and
interested candidates who wish to join University Research Council’s USAID
Project should send an application Letter, updated CV, and relevant academic
documents as well as names and contact information for three professional
references and day-time contact numbers to: The Human Resource Officer- USAID
ASSIST Project, University Research Co., LLC, Plot 40, Ntinda II Road, Naguru,
P.O. Box 28745, Kampala, Uganda.
NB: Please clearly indicate the position in the
subject if you are sending electronically. Only short listed candidates will be
Deadline: 3rd April,
2015 by 5:00PM

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