Job
Title: Receptionist / Administrative Assistant
Title: Receptionist / Administrative Assistant
Organization:
Strengthening Partnerships, Results and Innovations in Nutrition Globally
(SPRING) Project
Strengthening Partnerships, Results and Innovations in Nutrition Globally
(SPRING) Project
Funding
Source: United States Agency for International Development (USAID)
Source: United States Agency for International Development (USAID)
Duty
Station: Uganda
Station: Uganda
Reports
to: Logistics and Administrative Officer
to: Logistics and Administrative Officer
About
US:
US:
The
Strengthening Partnerships, Results and Innovations in Nutrition Globally
(SPRING) Project is a five-year cooperative agreement funded by the United
States Agency for International Development (USAID) and managed by JSI Research
& Training Institute Inc. with partners, Helen Keller International, the
Manoff Group, Save the Children, and the International Food Policy Research
Institute (IFPRI). SPRING’s overarching
vision is to reduce under-nutrition, prevent stunting, and work with women of
reproductive age and children aged 6-23 months on reducing anemia. SPRING aims
to strengthen country efforts to scale up high-impact nutrition practices and
policies to improve maternal and child nutrition outcomes.
Strengthening Partnerships, Results and Innovations in Nutrition Globally
(SPRING) Project is a five-year cooperative agreement funded by the United
States Agency for International Development (USAID) and managed by JSI Research
& Training Institute Inc. with partners, Helen Keller International, the
Manoff Group, Save the Children, and the International Food Policy Research
Institute (IFPRI). SPRING’s overarching
vision is to reduce under-nutrition, prevent stunting, and work with women of
reproductive age and children aged 6-23 months on reducing anemia. SPRING aims
to strengthen country efforts to scale up high-impact nutrition practices and
policies to improve maternal and child nutrition outcomes.
Job
Summary: The Receptionist / Administrative Assistant provides administrative
support to the entire team, ensures the day to day management of the front desk
is carried out efficiently and effectively. In addition, the incumbent provides
administrative support to the programme teams as required, including organizing
meetings, preparing and formatting presentations, reports (Quarterly and Annual
Reports for USAID and others) and official communications sent out by SPRING.
The post holder will be required to execute multiple tasks accurately and in a
timely fashion. The job holder will conduct a variety of administrative duties
to support all directorates including but not limited to: making appointments
for visitors, taking minutes at
meetings, preparing presentations, typing and formatting documents. The
international nature of the work of the Project will involve interactions with
regional and international bodies and professionals. The Administrative Assistant will represent the Project’s image to
different stakeholders including conferences, vendors, visitors, donors, consultants and others.
Summary: The Receptionist / Administrative Assistant provides administrative
support to the entire team, ensures the day to day management of the front desk
is carried out efficiently and effectively. In addition, the incumbent provides
administrative support to the programme teams as required, including organizing
meetings, preparing and formatting presentations, reports (Quarterly and Annual
Reports for USAID and others) and official communications sent out by SPRING.
The post holder will be required to execute multiple tasks accurately and in a
timely fashion. The job holder will conduct a variety of administrative duties
to support all directorates including but not limited to: making appointments
for visitors, taking minutes at
meetings, preparing presentations, typing and formatting documents. The
international nature of the work of the Project will involve interactions with
regional and international bodies and professionals. The Administrative Assistant will represent the Project’s image to
different stakeholders including conferences, vendors, visitors, donors, consultants and others.
Key
Duties and Responsibilities:
Duties and Responsibilities:
1. Front Office Management:
·
Operating the telephone Switchboard i.e. managing
incoming and outgoing telephone calls and directing them to the respective destinations.
Manage the telephone call management software, conduct analysis of bills and
distribute to respective users on a monthly basis.
Operating the telephone Switchboard i.e. managing
incoming and outgoing telephone calls and directing them to the respective destinations.
Manage the telephone call management software, conduct analysis of bills and
distribute to respective users on a monthly basis.
·
In charge of receiving visitors and directing them
to respective offices as appropriate.
In charge of receiving visitors and directing them
to respective offices as appropriate.
·
Ensuring that the reception area, central filing
and surrounding are clean and tidy at all times.
Ensuring that the reception area, central filing
and surrounding are clean and tidy at all times.
·
Updating and ensuring that there is appropriate
and adequate SPRING promotional materials and literature for visitors at the
reception
Updating and ensuring that there is appropriate
and adequate SPRING promotional materials and literature for visitors at the
reception
·
Ensuring that the central Printer and Photocopier
are loaded with papers and other consumables at all times
Ensuring that the central Printer and Photocopier
are loaded with papers and other consumables at all times
·
Ensuring that all relevant forms (HR, Admin,
Finance, ICT etc) are available at the central filing place for staff to use.
Ensuring that all relevant forms (HR, Admin,
Finance, ICT etc) are available at the central filing place for staff to use.
2. General Administrative Support:
·
Support Workshop / Meeting logistics, and in
preparing presentations by using MS word, spreadsheets and MS PowerPoint, as need
be.
Support Workshop / Meeting logistics, and in
preparing presentations by using MS word, spreadsheets and MS PowerPoint, as need
be.
·
Provide efficient and accurate recording of staff
meeting minutes, ensuring timely distribution of agendas, minutes, action point
lists and handouts for meetings as when required.
Provide efficient and accurate recording of staff
meeting minutes, ensuring timely distribution of agendas, minutes, action point
lists and handouts for meetings as when required.
·
Draft general correspondence or official
communications sent out by SPRING, scan, bind, file and photocopy documents in
a timely manner, with less resource wastage as and when requested.
Draft general correspondence or official
communications sent out by SPRING, scan, bind, file and photocopy documents in
a timely manner, with less resource wastage as and when requested.
·
Follow up on regular service requirements and
maintenance of all equipment in line with SPRING policy.
Follow up on regular service requirements and
maintenance of all equipment in line with SPRING policy.
·
Technically support in procurement and
distribution of office supplies by making purchase requisitions.
Technically support in procurement and
distribution of office supplies by making purchase requisitions.
·
Offer secretarial support in terms of scanning
documents, photocopying, editing ect as need may be.
Offer secretarial support in terms of scanning
documents, photocopying, editing ect as need may be.
·
Ensure garbage is collected from office premises
whenever due or at intervals as per contracted collectors and burn paper and
similar materials as necessary. Supervise the services of garbage collectors
and other external service providers and report any breach of contract on their
part
Ensure garbage is collected from office premises
whenever due or at intervals as per contracted collectors and burn paper and
similar materials as necessary. Supervise the services of garbage collectors
and other external service providers and report any breach of contract on their
part
·
Perform regularly inspection of plumbing,
drainage, sewerage, electrical fittings and other installations to ensure that
they are in proper order. Check and where possible, fasten loose screws, taps
and joints, assist with light painting jobs, and any other house maintenance exercise
as need be. Alert the supervisor of any need for repair or maintenance as
required.
Perform regularly inspection of plumbing,
drainage, sewerage, electrical fittings and other installations to ensure that
they are in proper order. Check and where possible, fasten loose screws, taps
and joints, assist with light painting jobs, and any other house maintenance exercise
as need be. Alert the supervisor of any need for repair or maintenance as
required.
·
As part of administration team, exhibit high
degree of trust, and respect to office property, and advise on any security
risks noted, be alert, sober and present at the station as required in line
with SPRING code of conduct.
As part of administration team, exhibit high
degree of trust, and respect to office property, and advise on any security
risks noted, be alert, sober and present at the station as required in line
with SPRING code of conduct.
·
Perform any other duties that may be assigned from
time to time by the Logistics and Administrative Officer or designate.
Perform any other duties that may be assigned from
time to time by the Logistics and Administrative Officer or designate.
Qualifications,
Skills and Experience:
Skills and Experience:
·
The ideal candidate for the USAID Spring Project Receptionist
/ Administrative Assistant job placement should hold a diploma in Business
administration, office management, Social Science or related field.
The ideal candidate for the USAID Spring Project Receptionist
/ Administrative Assistant job placement should hold a diploma in Business
administration, office management, Social Science or related field.
·
At least five years administrative experience, with
significant workload involving management and delivery on time sensitive commitments.
At least five years administrative experience, with
significant workload involving management and delivery on time sensitive commitments.
·
Three years working within a donor agency
providing administrative assistance to a senior-level official.
Three years working within a donor agency
providing administrative assistance to a senior-level official.
How
to Apply:
to Apply:
All suitably
qualified and interested candidates should send their applications and updated
CVs with three referees to: [email protected]. The subject
line of the E-mail application should be “Receptionist / Administrative
Assistant.”
qualified and interested candidates should send their applications and updated
CVs with three referees to: [email protected]. The subject
line of the E-mail application should be “Receptionist / Administrative
Assistant.”
Hard copy
applications can be sent to:
applications can be sent to:
The Deputy
Chief of Party,
Chief of Party,
JSI Research
& Training Institute Inc,
& Training Institute Inc,
Plot 36/37A
Martyrs Way, Ministers Village, Near UNEB Offices Ntinda, Kampala- Uganda.
Martyrs Way, Ministers Village, Near UNEB Offices Ntinda, Kampala- Uganda.
Deadline:
24th December, 2015
24th December, 2015
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