Job Title: Project Support Officer (2 Career Jobs)
Organization: Malaria
Consortium
Consortium
Project Name: USAID/PMI
Malaria Action Program for Districts (MAPD) Project
Malaria Action Program for Districts (MAPD) Project
Duty Station: Kampala,
Uganda
Uganda
Reports to: Operations
Manager
Manager
Salary: USD 11,520 gross per
annum
annum
About Malaria Consortium:
Malaria Consortium is the world’s leading not-for-profit organisation
dedicated to the comprehensive control of malaria and other communicable
diseases in Africa and Southeast Asia. Malaria Consortium works with
communities, government and non-government agencies, academic institutions, and
local and international organisations, to ensure good evidence supports
delivery of effective services, providing technical support for monitoring and
evaluation of programmes and activities for evidence-based decision-making and
strategic planning. Malaria Consortium works to improve not only the health of
the individual, but also the capacity of national health systems, which helps
relieve poverty and support improved economic prosperity.
dedicated to the comprehensive control of malaria and other communicable
diseases in Africa and Southeast Asia. Malaria Consortium works with
communities, government and non-government agencies, academic institutions, and
local and international organisations, to ensure good evidence supports
delivery of effective services, providing technical support for monitoring and
evaluation of programmes and activities for evidence-based decision-making and
strategic planning. Malaria Consortium works to improve not only the health of
the individual, but also the capacity of national health systems, which helps
relieve poverty and support improved economic prosperity.
About USAID MAPD Project:
The Malaria Action Program for Districts (MAPD) project is a 5-year
USAID/PMI funded project. The project aims to prevent and control Malaria
illnesses and deaths in order to minimise the social economic effects of the
disease among the overall population of Uganda especially in children under 5
years of age. The project will be implemented starting in August 2016, and will
cover 43 districts with a total population of more than 13 million. The Malaria
Action Program for Districts project offers a partnership uniquely positioned
to deliver this implementation rollout. Partners include Johns Hopkins Program
for International Education in Gynecology and Obstetrics (JHPIEGO), Banyan
Global, Deloitte &Touché Uganda, Infectious Diseases Institute (IDI) and
Communication for Development Foundation-Uganda (CDFU).
USAID/PMI funded project. The project aims to prevent and control Malaria
illnesses and deaths in order to minimise the social economic effects of the
disease among the overall population of Uganda especially in children under 5
years of age. The project will be implemented starting in August 2016, and will
cover 43 districts with a total population of more than 13 million. The Malaria
Action Program for Districts project offers a partnership uniquely positioned
to deliver this implementation rollout. Partners include Johns Hopkins Program
for International Education in Gynecology and Obstetrics (JHPIEGO), Banyan
Global, Deloitte &Touché Uganda, Infectious Diseases Institute (IDI) and
Communication for Development Foundation-Uganda (CDFU).
Job Summary: The Project
Support Officer will be responsible for providing comprehensive project
management support services of project activities. The incumbent plays an
active role as a member of the project team and provides project
administrative, management and operational support in the implementation and
monitoring of project activities.
Support Officer will be responsible for providing comprehensive project
management support services of project activities. The incumbent plays an
active role as a member of the project team and provides project
administrative, management and operational support in the implementation and
monitoring of project activities.
Key Duties and
Responsibilities:
Responsibilities:
Ensure administrative and logistic support to project and office staff
30%
30%
·
Coordination
with different vendors
Coordination
with different vendors
·
Scheduling
and hiring transport, and hotel booking for the staff and visitors
Scheduling
and hiring transport, and hotel booking for the staff and visitors
·
Provide
logistical support for trainings and meetings e.g. printing & photocopying
of training materials, workshop venue booking etc
Provide
logistical support for trainings and meetings e.g. printing & photocopying
of training materials, workshop venue booking etc
Arrangement of the procurement and vehicles management 30%
·
Prepare
and submit PRs and subsequently follow up for procurement and ensure timely
receiving of goods as per requirement of the field offices and ensure
adequate supplies of stationery and project materials
Prepare
and submit PRs and subsequently follow up for procurement and ensure timely
receiving of goods as per requirement of the field offices and ensure
adequate supplies of stationery and project materials
·
The
incumbent will coordinate procurement and supply of quality project items as
requested by the technical teams.
The
incumbent will coordinate procurement and supply of quality project items as
requested by the technical teams.
Maintaining Documents 20%
·
Maintain
the project related files at the Head office as per project filing
system and support regional administrators in filling project files.
Maintain
the project related files at the Head office as per project filing
system and support regional administrators in filling project files.
·
Keep
up-to-date address lists, and phone numbers of staff and partners
Keep
up-to-date address lists, and phone numbers of staff and partners
·
Provide
support in maintaining and circulation of project documents
Provide
support in maintaining and circulation of project documents
·
Keep
track & ensure safeguard of all office furniture
Keep
track & ensure safeguard of all office furniture
Provide communication support to the relevant staff on time 20%
·
Perform
routine secretarial jobs such communication by email, and phone, taking
massages
Perform
routine secretarial jobs such communication by email, and phone, taking
massages
·
Maintain
good and effective communication and relationships with field office staff.
Maintain
good and effective communication and relationships with field office staff.
·
Prepared
draft of communication as per requested.
Prepared
draft of communication as per requested.
·
In
charge of maintaining effective communication with all field offices to
ensure timely supports for project activities
In
charge of maintaining effective communication with all field offices to
ensure timely supports for project activities
Qualifications, Skills and
Experience:
Experience:
·
The applicant for the Malaria Consortium USAID
MAPD Project Support Officer job opportunity should hold a Bachelor’s degree or equivalent in
management, administration, development studies, or social sciences.
The applicant for the Malaria Consortium USAID
MAPD Project Support Officer job opportunity should hold a Bachelor’s degree or equivalent in
management, administration, development studies, or social sciences.
·
One
year of experience in the field of project management or field work or
similar role.
One
year of experience in the field of project management or field work or
similar role.
·
Excellent analytical skills
Excellent analytical skills
·
Good
excel and other software skills
Good
excel and other software skills
·
Excellent
managerial and organizational skills and abilities
Excellent
managerial and organizational skills and abilities
·
Ability
to effectively manage time and resolve crises.
Ability
to effectively manage time and resolve crises.
·
Skilled
in use of computer software especially Microsoft office packages and email
Skilled
in use of computer software especially Microsoft office packages and email
·
Excellent
interpersonal and communication skills
Excellent
interpersonal and communication skills
·
Keen
attention to detail
Keen
attention to detail
Core Competencies:
Delivering Results: Takes on pieces of work when required and
demonstrates excellent project management skills
demonstrates excellent project management skills
·
Shows
a flexible approach to taking on additional work / responsibilities when needed
to achieve results
Shows
a flexible approach to taking on additional work / responsibilities when needed
to achieve results
·
Demonstrates
excellent project management skills to agreed timescales (timelines,
targets, donor requirements)
Demonstrates
excellent project management skills to agreed timescales (timelines,
targets, donor requirements)
·
Makes
clear and timely decisions within remit of own role Analysis and use of
information
Makes
clear and timely decisions within remit of own role Analysis and use of
information
Uses evidence to support work:
·
Identifies
and uses various sources of evidence and feedback to support outputs
Identifies
and uses various sources of evidence and feedback to support outputs
·
Uses
evidence to evaluate policies, projects and programmes
Uses
evidence to evaluate policies, projects and programmes
·
Identifies
links between events and information identifying trends, issues and risks
Identifies
links between events and information identifying trends, issues and risks
·
Ensures
systems are in place to address organisation needs
Ensures
systems are in place to address organisation needs
Interpersonal and Communications: Listens and clearly presents
information
information
·
Actively
listens and pays attention
Actively
listens and pays attention
·
Presents
information and facts in a logical way
Presents
information and facts in a logical way
·
Shares
information willingly and on a timely basis
Shares
information willingly and on a timely basis
·
Communicates
honestly, respectfully and sensitively
Communicates
honestly, respectfully and sensitively
Collaboration and
Partnering: Collaborates effectively across teams
Partnering: Collaborates effectively across teams
·
Proactive
in providing and seeking support from expert colleagues
Proactive
in providing and seeking support from expert colleagues
·
Raises
difficult issues with teams/ partners and stakeholders with a view to
positive resolution
Raises
difficult issues with teams/ partners and stakeholders with a view to
positive resolution
·
Proactive
in building a rapport with a diverse range of people
Proactive
in building a rapport with a diverse range of people
Leading and motivating
people: Open to learning
and responds positively to feedback
people: Open to learning
and responds positively to feedback
·
Willingness
to manage own development and performance
Willingness
to manage own development and performance
·
Builds
capacity of colleagues by sharing knowledge (induction) and acting as induction
‘buddy’ when asked
Builds
capacity of colleagues by sharing knowledge (induction) and acting as induction
‘buddy’ when asked
·
Open
to learning new things
Open
to learning new things
·
Responds
positively to feedback from others.
Responds
positively to feedback from others.
·
Identifies
mistakes and takes positive steps to improve
Identifies
mistakes and takes positive steps to improve
Flexibility/
Adaptability: Remains professional under external pressure
Adaptability: Remains professional under external pressure
·
Able
to adapt to changing situations effortlessly
Able
to adapt to changing situations effortlessly
·
Remains
constructive and positive under stress and able to tolerate difficult
situations and environments
Remains
constructive and positive under stress and able to tolerate difficult
situations and environments
·
Plans,
prioritises and performs tasks well under pressure
Plans,
prioritises and performs tasks well under pressure
·
Learns
from own successes / mistakes
Learns
from own successes / mistakes
Living the Values: Demonstrates
Malaria Consortium values
Malaria Consortium values
·
Demonstrates
integrity, honesty and fairness in dealing with colleagues and stakeholders
Demonstrates
integrity, honesty and fairness in dealing with colleagues and stakeholders
·
Maintains
ethical and professional behaviour in line with Malaria Consortium’s
values
Maintains
ethical and professional behaviour in line with Malaria Consortium’s
values
·
Treats
all people with respect
Treats
all people with respect
Strategic planning and
thinking and sector awareness: Is aware of others’ activities
and vice versa in planning activities
thinking and sector awareness: Is aware of others’ activities
and vice versa in planning activities
·
Takes
account of team members and others workload when planning.
Takes
account of team members and others workload when planning.
·
Maintains
awareness of impact on other parts of the organisation, keeping abreast of
other’s activities, objectives, commitments and needs
Maintains
awareness of impact on other parts of the organisation, keeping abreast of
other’s activities, objectives, commitments and needs
·
Has a
good understanding of the sector in which Malaria Consortium works
Has a
good understanding of the sector in which Malaria Consortium works
How to Apply:
All interested applicants are encouraged to apply online at the web link
below.
below.
Deadline: 16th
September 2016 by 2:30 pm
September 2016 by 2:30 pm
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