Job
Title: Administration & Field Support Assistant
Title: Administration & Field Support Assistant
Organisation: Action
Africa Help International (AAH)
Africa Help International (AAH)
Funding
Source: United Nations High Commissioner for Refugees (UNHCR)
Source: United Nations High Commissioner for Refugees (UNHCR)
Duty
Station: Kampala, Uganda
Station: Kampala, Uganda
Reports
to: HR Officer
to: HR Officer
About
US:
US:
In 1996,
Action Africa Help International (AAIN) became Aktion Africa Hilfe e. V (AAH)
and was registered in Munich, Germany from where our founders in 2003 moved the
organisation’s headquarters to Kenya. AAH-I now works with refugees, host
communities and other marginalized and vulnerable groups in Kenya, Uganda,
Somalia and South Sudan, where it operates across a range of sectors that seek
to bridge relief to development.
Action Africa Help International (AAIN) became Aktion Africa Hilfe e. V (AAH)
and was registered in Munich, Germany from where our founders in 2003 moved the
organisation’s headquarters to Kenya. AAH-I now works with refugees, host
communities and other marginalized and vulnerable groups in Kenya, Uganda,
Somalia and South Sudan, where it operates across a range of sectors that seek
to bridge relief to development.
About
UNHCR Project:
UNHCR Project:
Action Africa
Help Uganda (AAH Uganda) has been receiving funding from the United Nations
High Commissioner for Refugees (UNHCR) to implement programmes in the Districts
of Hoima (Kyangwali Refugee Settlement), Adjumani District and Kampala.
Help Uganda (AAH Uganda) has been receiving funding from the United Nations
High Commissioner for Refugees (UNHCR) to implement programmes in the Districts
of Hoima (Kyangwali Refugee Settlement), Adjumani District and Kampala.
Job
Summary: The Administration & Field Support Assistant will provide cordial administrative
services for efficient running of different projects in the programme
Summary: The Administration & Field Support Assistant will provide cordial administrative
services for efficient running of different projects in the programme
Key
Duties and Responsibilities:
Duties and Responsibilities:
·
The incumbent will manage all travel arrangements
for the project staff through liaising with travel agents for timely bookings
at minimal costs.
The incumbent will manage all travel arrangements
for the project staff through liaising with travel agents for timely bookings
at minimal costs.
·
Allocate and supervise work of compound cleaners,
office messenger, watchmen and drivers to ensure that office support duties are
run effectively.
Allocate and supervise work of compound cleaners,
office messenger, watchmen and drivers to ensure that office support duties are
run effectively.
·
Maintain and organize insurance of office
equipment through organizing routine maintenance and repairs.
Maintain and organize insurance of office
equipment through organizing routine maintenance and repairs.
·
The incumbent will also ensure that the requisitions
and other documents submitted for signing are correct and complete.
The incumbent will also ensure that the requisitions
and other documents submitted for signing are correct and complete.
·
Manage the Country office fleet to avoid misuse,
attain economy of scales and ensure accountability in the use of fuel
Manage the Country office fleet to avoid misuse,
attain economy of scales and ensure accountability in the use of fuel
·
Efficiently arrange for meetings/workshops,
collate documentation and information to support these meetings, and where
required preparing minutes and other relevant reports/documentation in a timely
manner
Efficiently arrange for meetings/workshops,
collate documentation and information to support these meetings, and where
required preparing minutes and other relevant reports/documentation in a timely
manner
·
Update and maintain inventory of stationary and
office supplies for the country office.
Update and maintain inventory of stationary and
office supplies for the country office.
·
Provide necessary clerical and secretarial support
including maintaining effective filing, scanning, photocopying, archiving and
record keeping systems, both paper and electronic of reports and other materials
Provide necessary clerical and secretarial support
including maintaining effective filing, scanning, photocopying, archiving and
record keeping systems, both paper and electronic of reports and other materials
·
Work closely with the HR and Admin Officer,
support the recruitment process through placing advertisements, inviting
prospective candidates for interviews and administering the interviews in order
to achieve a quality and timely selection process.
Work closely with the HR and Admin Officer,
support the recruitment process through placing advertisements, inviting
prospective candidates for interviews and administering the interviews in order
to achieve a quality and timely selection process.
·
Work in close collaboration with the Procurement
Officer, support cost effective procurement of office and other field items
according to different project budgets and plans.
Work in close collaboration with the Procurement
Officer, support cost effective procurement of office and other field items
according to different project budgets and plans.
·
Responsible for logistics; management of staff
movements and organize for office errands. This involves being in charge of
event management, booking of flights, requesting for perdiems/overnight
allowances and accommodation at competitive rates.
Responsible for logistics; management of staff
movements and organize for office errands. This involves being in charge of
event management, booking of flights, requesting for perdiems/overnight
allowances and accommodation at competitive rates.
·
Support and host visitors from the project and
elsewhere by arranging inductions and other programmes for them ensuring high
level of care.
Support and host visitors from the project and
elsewhere by arranging inductions and other programmes for them ensuring high
level of care.
·
Provide support to other staff by providing advice
and guidance in handling organisational and administrative tasks for which the
project is responsible.
Provide support to other staff by providing advice
and guidance in handling organisational and administrative tasks for which the
project is responsible.
·
Coordinate the flow of information between the
project officers, departmental staff and staff in the country to ensure issues are
communicated appropriately.
Coordinate the flow of information between the
project officers, departmental staff and staff in the country to ensure issues are
communicated appropriately.
·
Coordinate payment of office stationery and other
utilities e.g. internet, telephone, and electricity bills.
Coordinate payment of office stationery and other
utilities e.g. internet, telephone, and electricity bills.
·
Support preparation, collation and submission of
periodic reports.
Support preparation, collation and submission of
periodic reports.
Qualifications,
Skills and Experience:
Skills and Experience:
·
The applicant for the UNHCR AAH Administration
& Field Support Assistant job opportunity should hold a Bachelor’s degree
in International Relations, Business Administration, Social Sciences or a
related qualification from a recognized institution
The applicant for the UNHCR AAH Administration
& Field Support Assistant job opportunity should hold a Bachelor’s degree
in International Relations, Business Administration, Social Sciences or a
related qualification from a recognized institution
·
A minimum of three years’ experience in similar or
higher position.
A minimum of three years’ experience in similar or
higher position.
·
Excellent facilitation, inter-personal and
communication skills
Excellent facilitation, inter-personal and
communication skills
·
Excellent command of both written and spoken
English
Excellent command of both written and spoken
English
·
Keen attention to detail
Keen attention to detail
·
Excellent report writing skills
Excellent report writing skills
·
High degree of flexibility and adaptability
High degree of flexibility and adaptability
·
Patient, understanding and of a pleasant character
Patient, understanding and of a pleasant character
·
Computer literacy skills i.e. ability to use
Microsoft Office
Computer literacy skills i.e. ability to use
Microsoft Office
·
Excellent management skills
Excellent management skills
·
Ability to capacity build and develop others
Ability to capacity build and develop others
·
Demonstrated ability to mobilize different
audiences and communities
Demonstrated ability to mobilize different
audiences and communities
·
Show commitment to the organizational values
Show commitment to the organizational values
How
to Apply:
to Apply:
All suitably
qualified and interested candidates should send their applications (together
with an updated (CV) with at least three referees with their telephone contacts
via E-mail only to [email protected] addressed to:
qualified and interested candidates should send their applications (together
with an updated (CV) with at least three referees with their telephone contacts
via E-mail only to [email protected] addressed to:
Human
Resource Officer,
Resource Officer,
Action Africa
Help Uganda,
Help Uganda,
Plot 72
Ntinda Road, P.O. Box 10501, Kampala, Uganda.
Ntinda Road, P.O. Box 10501, Kampala, Uganda.
NB:
Please clearly mark in the email subject line the job title of the position
applied for. Only those selected for the
interviews will be contacted.
Please clearly mark in the email subject line the job title of the position
applied for. Only those selected for the
interviews will be contacted.
Deadline:
20th January 2016
20th January 2016
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