USAID ASSIST Project Jobs – Administrative Assistant at University Research Co., LLC (URC)

Organisation: University Research Co., LLC (URC)
Project Name: USAID Applying science to strengthen and
Improve Systems (ASSIST) Project
Duty Station: Gulu, Uganda
Reports to: Finance and Administration Officer
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
Administrative Assistant will be responsible for providing Front Desk,
switchboard and clerical support to the various projects at the project Office
so that a good image is portrayed to all URC-ASSIST guests and to ensure a
smooth work flow within the administrative unit of the organization.
Key Duties and
Responsibilities: 
1. Office Management:
  • Provide
    accurate, appropriate and immediate responses to all requests by guests
    who come to URC – ASSIST Project ensuring complete guest satisfaction and
    usher them to respective offices as requested in a professional manner.
  • The
    incumbent will operate and manage office telephone and route incoming
    phone calls to the appropriate recipients, record and deliver messages and
    other relevant documents.
  • Keep
    the general reception area in neat and orderly condition.
  • Receive
    and forward all incoming correspondences to the relevant offices,
    coordinate and pick up/deliver post office mail and other express mail
    services (FedEx, DHL etc).
  • Maintain
    office-wide calendar of meetings and use of conference room.
  • Maintain
    general cleanliness of the office and environment.
  • He
    /she will be required to cater for administrative and operational
    requirements of employees.
  • Update
    project staff contact list and acts as the contact person with the
    telephone contacts for service providers.
  • Manage
    all repairs and ensure that all office equipment (printers, laptops, PCs,
    photocopiers, LCDs, cameras, server room equipment, ACs, water dispensers,
    fire extinguishers etc.) are in good working condition by liaising with
    the IT and other service providers to undertake periodic preventive
    maintenance.
  • Keep
    copies and track all monthly payments for utilities for future reference.
2. People Management:
  • Supervise
    and manage performance of the Guard & Housekeeper to ensure desirable
    results.
  • Arrange
    regular briefings, give guidance to the supervisee and conduct periodic
    appraisals.
3. Security Focal Person:
  • Manage
    office security including management and coordination with the contracted
    security firm for better operations.
  • Ensure
    adequate security and safety measures are in place to minimize risks to
    staff and associated stakeholders by equipping the office with fire
    extinguishers, smoke and carbon monoxide detectors, emergency numbers of
    fires and police support, and evacuation plans.
  • Manage
    the security door system.
  • Follow
    the fire and safety plans and ensure that all related precautions are in
    place.
  • Develop
    a security phone tree for easier management of staff security.
4. Other Responsibilities:
  • Support
    in the preparation and logistical support for workshops, meetings,
    trainings and seminars as requested.
  • Ensure
    safety of staff working conditions around the office and monitor refills
    of the first aid boxes for project vehicles and office first aid boxes.
  • Performs
    any other duties that may be assigned from time to time by the Supervisor
    or designate.
Qualifications, Skills and
Experience: 
  • The
    Administrative Assistant should possess a bachelor’s degree in the
    relevant field.
  • A
    minimum of two years’ experience in administration and logistics
    management.
  • Be
    a person of high integrity and excellent interpersonal skills.
  • Excellent
    writing & oral communication skills.
  • The
    applicant should possess good phone etiquette.
  • Works
    well with staff, even those that they do not directly supervise.
  • Good
    client orientation and inclination to service provision.
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.
E-mail:
assistugandarecruitment@urc-chs.com 
NB: Please clearly indicate the position in the
subject if you are sending electronically. Only short listed candidates will be
contacted.
Deadline: 3rd April,
2015 by 5:00PM

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