Job Title: Intern Program Assistant
Organisation: Active Change
for Development and Environment (ACHADE)
for Development and Environment (ACHADE)
Duty Station: Kampala, Uganda
Reports to: Program
Officer
Officer
About US:
Active Change
for Development and Environment (ACHADE) is an indigenous Non-Governmental
Organization working in Uganda. Its mission is to promote an integrated
approach to sustainable development. Our Program currently focuses on Climate
change and food Security, Livelihoods/Economic Development, Natural resource
governance and is implemented in close cooperation with local organizations,
Development partners and the government.
for Development and Environment (ACHADE) is an indigenous Non-Governmental
Organization working in Uganda. Its mission is to promote an integrated
approach to sustainable development. Our Program currently focuses on Climate
change and food Security, Livelihoods/Economic Development, Natural resource
governance and is implemented in close cooperation with local organizations,
Development partners and the government.
Job Summary: The Intern Program
Assistant will provide administrative, financial and programmatic support to
the programme staff. The programme assistant will assist in the monitoring and
coordination of the programme portfolio’s workflow to ensure team decisions are
properly carried out and products are delivered timely. The Programme assistant
will be responsible for smooth operations of related systems within the
programme work unit.
Assistant will provide administrative, financial and programmatic support to
the programme staff. The programme assistant will assist in the monitoring and
coordination of the programme portfolio’s workflow to ensure team decisions are
properly carried out and products are delivered timely. The Programme assistant
will be responsible for smooth operations of related systems within the
programme work unit.
Key Duties and Responsibilities:
1.
Administration Support /Financial Management:
Administration Support /Financial Management:
·
Support the program team on general administrative
matters
Support the program team on general administrative
matters
·
The incumbent provides logistical support to
programme activities (trainings, meetings, conferences and workshops) making
sure that all aspects and details of such events are covered. This includes
coordination and/or preparing relevant background documentations for related
events.
The incumbent provides logistical support to
programme activities (trainings, meetings, conferences and workshops) making
sure that all aspects and details of such events are covered. This includes
coordination and/or preparing relevant background documentations for related
events.
·
Support the programme team with meeting minutes and
follow-up action points from Program Unit meetings, conferences and workshops
Support the programme team with meeting minutes and
follow-up action points from Program Unit meetings, conferences and workshops
·
Supporting the establishment and maintenance of an
efficient records system. This includes maintaining donor and other contractual
records and final project deliverables. This entails receiving contracts,
having them signed, initiating the contract clearance processes and all
properly filed
Supporting the establishment and maintenance of an
efficient records system. This includes maintaining donor and other contractual
records and final project deliverables. This entails receiving contracts,
having them signed, initiating the contract clearance processes and all
properly filed
2.
Support to Programme Implementation:
Support to Programme Implementation:
·
Keenly track assigned programme activities and
coordinate with relevant staff and provide assistance and/or information on
project related matters;
Keenly track assigned programme activities and
coordinate with relevant staff and provide assistance and/or information on
project related matters;
·
Assist in documenting and disseminating of materials
and publications
Assist in documenting and disseminating of materials
and publications
·
Assist in the preparation and timely submission of
technical and financial reports to donors
Assist in the preparation and timely submission of
technical and financial reports to donors
·
Offer technical support to the Programme team in the
preparation and monitoring of quarterly and annual workplans and budgets.
Offer technical support to the Programme team in the
preparation and monitoring of quarterly and annual workplans and budgets.
·
Maintain the Programme ABC list, and take
responsibility for its regular updating
Maintain the Programme ABC list, and take
responsibility for its regular updating
·
Significantly contribute to the communication of
project /programme outputs, i.e. help with publications and other write-ups and
profiling.
Significantly contribute to the communication of
project /programme outputs, i.e. help with publications and other write-ups and
profiling.
·
Support partner relations including updates and
organizing regular meetings
Support partner relations including updates and
organizing regular meetings
·
Assist with research work
Assist with research work
3.
Procurement:
Procurement:
·
Arrange for procurement of equipment, supplies and
services;
Arrange for procurement of equipment, supplies and
services;
·
Assist with programme procurement and ensure that
contractual processes follow the stipulated ACHADE procurement procedures: This
includes preparation of consultants’ contracts, obtaining clearance, approval
in accordance to Internal Control System (ICS) procedures and tracking of
contracts disbursements for consultants/specialists engaged by the Programmes/projects;
Assist with programme procurement and ensure that
contractual processes follow the stipulated ACHADE procurement procedures: This
includes preparation of consultants’ contracts, obtaining clearance, approval
in accordance to Internal Control System (ICS) procedures and tracking of
contracts disbursements for consultants/specialists engaged by the Programmes/projects;
·
Establish and maintain a proper inventory of project
assets register, including numbering, recording, and reporting;
Establish and maintain a proper inventory of project
assets register, including numbering, recording, and reporting;
Qualifications, Skills and Experience:
·
The ideal candidate for the Intern Program Assistant
should hold a University degree in Environmental Science, Social Sciences, Economics.
The ideal candidate for the Intern Program Assistant
should hold a University degree in Environmental Science, Social Sciences, Economics.
·
Computer proficiency in Word, Excel, Outlook and
PowerPoint
Computer proficiency in Word, Excel, Outlook and
PowerPoint
·
The applicant must be highly organized,
detail-oriented, and self-motivated with the ability to multi-task and
prioritize needs
The applicant must be highly organized,
detail-oriented, and self-motivated with the ability to multi-task and
prioritize needs
·
Possess energy, drive, enthusiasm, commitment and
passion for high quality work
Possess energy, drive, enthusiasm, commitment and
passion for high quality work
·
The incumbent must be dependable, a good team player
and able to work independently as well as have the ability to learn quickly and
expand scope of functions
The incumbent must be dependable, a good team player
and able to work independently as well as have the ability to learn quickly and
expand scope of functions
·
Capacity to work under pressure and to meet tight
deadlines.
Capacity to work under pressure and to meet tight
deadlines.
·
Excellent writing, networking and communication
skills
Excellent writing, networking and communication
skills
·
Excellent command of English both written and spoken
and ability to produce high quality documents at short notice
Excellent command of English both written and spoken
and ability to produce high quality documents at short notice
·
Show commitment to continuous learning and proactive
and mature attitude towards self-development
Show commitment to continuous learning and proactive
and mature attitude towards self-development
How to Apply:
All suitably qualified
and interested candidates should express their interest by sending their
application letters together with Curriculum Vitae, names and day time contacts
of three referees to: [email protected].
Please include the subject of the position you are applying for Intern Program
Assistant.”
and interested candidates should express their interest by sending their
application letters together with Curriculum Vitae, names and day time contacts
of three referees to: [email protected].
Please include the subject of the position you are applying for Intern Program
Assistant.”
Deadline:
Friday, 4th December, 2015
Friday, 4th December, 2015
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