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Administrative Assistant for Stores NGO Jobs – University Research Co., LLC (URC)
Job Title: Administrative Assistant for Stores
Organisation: University
Research Co., LLC (URC)
Research Co., LLC (URC)
Project Name: USAID Regional
Health Integration to Enhance Health Services in East Central Uganda Project
(USAID/Uganda RHITES-EC) Project
Health Integration to Enhance Health Services in East Central Uganda Project
(USAID/Uganda RHITES-EC) Project
Duty Station: Jinja, Uganda
Reports to: Office Management
Officer
Officer
About US:
University Research Co., LLC (URC) is a global company dedicated to
improving the quality of health care, social services, and health education
worldwide. With a non-profit affiliate, the Center for Human Services (CHS),
URC manages projects in over 45 countries, including the United States.
improving the quality of health care, social services, and health education
worldwide. With a non-profit affiliate, the Center for Human Services (CHS),
URC manages projects in over 45 countries, including the United States.
About USAID RHITES-EC Project:
University Research Co., LLC (URC) is implementing the USAID Regional
Health Integration to Enhance Health Services in East Central Uganda Project
(USAID/Uganda RHITES-EC) whose aim is to support the implementation of a
comprehensive integrated investment in regional
health, nutritional assistance and HIV/AIDS programs. The five-year
project targets 11 districts in East Central Uganda with an estimated total
population of 4.1 million through a district-based integrated package of
quality health, nutrition, HIV / AIDS and childe development services.
Health Integration to Enhance Health Services in East Central Uganda Project
(USAID/Uganda RHITES-EC) whose aim is to support the implementation of a
comprehensive integrated investment in regional
health, nutritional assistance and HIV/AIDS programs. The five-year
project targets 11 districts in East Central Uganda with an estimated total
population of 4.1 million through a district-based integrated package of
quality health, nutrition, HIV / AIDS and childe development services.
Job Summary: The Administrative
Assistant for Stores will provide support to USAID’s RHITES-EC staff with the
overall aim of ensuring smooth functioning of operations and project
activities. She/he is an integral part of the administrative team and will work
closely with program staff to ensure project stores needs are met.
Assistant for Stores will provide support to USAID’s RHITES-EC staff with the
overall aim of ensuring smooth functioning of operations and project
activities. She/he is an integral part of the administrative team and will work
closely with program staff to ensure project stores needs are met.
Key Duties and Responsibilities:
·
The incumbent will work closely with procurement
to receive purchased stock for all general office supplies, and ensures safe
custody and proper use and maintenance of office supplies.
The incumbent will work closely with procurement
to receive purchased stock for all general office supplies, and ensures safe
custody and proper use and maintenance of office supplies.
·
Responsible for the organization stores; s/he
will receive, issue and ensure all inventory in the stores is safe and
adequately recorded on a daily basis.
Responsible for the organization stores; s/he
will receive, issue and ensure all inventory in the stores is safe and
adequately recorded on a daily basis.
·
Oversee the regular upkeep and maintenance of
the store, ensuring the availability of adequate amount of office stationary,
cleaning material and other goods in the stores.
Oversee the regular upkeep and maintenance of
the store, ensuring the availability of adequate amount of office stationary,
cleaning material and other goods in the stores.
·
Work in liaison with the Project Finance team,
coordinate payment of goods and services upon receipt of invoices in accordance
with URC policies and ensure compliance with USAID financial and procurement
policies and procedures.
Work in liaison with the Project Finance team,
coordinate payment of goods and services upon receipt of invoices in accordance
with URC policies and ensure compliance with USAID financial and procurement
policies and procedures.
·
Ensure compliance to stock management procedures
(records, filling and identification).
Ensure compliance to stock management procedures
(records, filling and identification).
·
Take stock of, and order, office consumables,
including stationary, cleaning supplies, and kitchen materials
Take stock of, and order, office consumables,
including stationary, cleaning supplies, and kitchen materials
·
Keep a database of all received and dispatched
commodities and supplies to supported facilities
Keep a database of all received and dispatched
commodities and supplies to supported facilities
·
Ensure proper identification of all
arrival/departure material (quantity, quality, and delivery).
Ensure proper identification of all
arrival/departure material (quantity, quality, and delivery).
·
Ensure correct preparation of deliveries as per
allocations from the program staff
Ensure correct preparation of deliveries as per
allocations from the program staff
·
Ensure proper physical stock management
requirements (organisation, cleaning, ventilation
Ensure proper physical stock management
requirements (organisation, cleaning, ventilation
·
Follow-up with special attention expiry date of
commodities, and warn the concerned persons two months before expiry date.
Follow-up with special attention expiry date of
commodities, and warn the concerned persons two months before expiry date.
·
Carry out monthly inventory counts of stock and
ensure that stock cards are created, up-to-date, and accurate.
Carry out monthly inventory counts of stock and
ensure that stock cards are created, up-to-date, and accurate.
·
Prepare all consignment and shipping documents
(Delivery Note, way bill etc) to be transported to the various supported
facilities
Prepare all consignment and shipping documents
(Delivery Note, way bill etc) to be transported to the various supported
facilities
·
Ensure safe preparation and loading of cargo
onto transportation vehicles
Ensure safe preparation and loading of cargo
onto transportation vehicles
·
Assist in equipment and asset stock inventory
when needed
Assist in equipment and asset stock inventory
when needed
·
Oversee repairs and maintenance of the office
premises, including compound cleaning, indoor repairs, and routine maintenance
Oversee repairs and maintenance of the office
premises, including compound cleaning, indoor repairs, and routine maintenance
·
Perform any other duties as assigned by
supervisor and other senior staff.
Perform any other duties as assigned by
supervisor and other senior staff.
Qualifications, Skills and
Experience:
Experience:
·
The applicants for the USAID RHITES-EC Administrative
Assistant for Stores job placement must hold a Bachelor’s Degree in Business
Administration, Procurement & Supply chain management, or related field. Possession
of a post Graduate diploma in Stores management or equivalent course will be an
advantage.
The applicants for the USAID RHITES-EC Administrative
Assistant for Stores job placement must hold a Bachelor’s Degree in Business
Administration, Procurement & Supply chain management, or related field. Possession
of a post Graduate diploma in Stores management or equivalent course will be an
advantage.
·
A minimum of three years’ relevant work
experience in a similar position in an NGO setting.
A minimum of three years’ relevant work
experience in a similar position in an NGO setting.
·
Excellent planning, organising, communication
and interpersonal skills.
Excellent planning, organising, communication
and interpersonal skills.
·
Ability to work in a multicultural environment,
pay attention to detail and maintaining confidentiality is a must.
Ability to work in a multicultural environment,
pay attention to detail and maintaining confidentiality is a must.
·
Impeccable level of integrity.
Impeccable level of integrity.
Please note: Only candidates who are eligible to work in Uganda
for an indefinite period without a need for sponsorship will be considered for
this position.
for an indefinite period without a need for sponsorship will be considered for
this position.
How to Apply:
All suitably qualified and interested candidates who wish to join the
USAID RHITES EC Project should send an updated CV/Résumé, cover letter and
completed USAID Form 1420 Contractor Employee Biographical Data Sheet, download here
and send to: to HR-RHITES-EC@urc-chs.com
USAID RHITES EC Project should send an updated CV/Résumé, cover letter and
completed USAID Form 1420 Contractor Employee Biographical Data Sheet, download here
and send to: to HR-RHITES-EC@urc-chs.com
Deadline: 21st
October, 2016
October, 2016
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