Job Title: Administrative Assistant
Organization: Heifer
International
International
Project Name: The East
Africa Youth Inclusion Program (EAYIP)
Africa Youth Inclusion Program (EAYIP)
Duty Station: Kampala,
Uganda
Uganda
About Heifer:
Heifer International, an international not-for-profit organization
founded in 1944 in the United States of America, works with resource
constrained families in 125 countries worldwide to develop innovative solutions
to the underlying causes of hunger, poverty and environmental degradation.
founded in 1944 in the United States of America, works with resource
constrained families in 125 countries worldwide to develop innovative solutions
to the underlying causes of hunger, poverty and environmental degradation.
About EAYIP Program:
The East Africa Youth Inclusion Program (EAYIP) is a five-year program
designed to motivate and engage more youth in the agricultural sector and
present them with a pathway to improve their livelihoods. The program is
implemented in various districts of Uganda and Tanzania.
designed to motivate and engage more youth in the agricultural sector and
present them with a pathway to improve their livelihoods. The program is
implemented in various districts of Uganda and Tanzania.
Job Summary: The Administrative
Assistant – EAYIP provides key coordination in the daily operations of the
Programs and provide direct assistance to the Program Director in all aspects,
including operations management and execution of administrative functions, as
well as liaising with various other departments at project regional offices on
areas of work including, but not limited to, daily operations, communication,
policies and procedures, and legal issues.
Additionally, the incumbent will be responsible for coordinating all
Programs special projects initiatives and providing overall administrative
support and assistance to EAYIP ensuring the day-to-day operations are carried
out efficiently and effectively.
Assistant – EAYIP provides key coordination in the daily operations of the
Programs and provide direct assistance to the Program Director in all aspects,
including operations management and execution of administrative functions, as
well as liaising with various other departments at project regional offices on
areas of work including, but not limited to, daily operations, communication,
policies and procedures, and legal issues.
Additionally, the incumbent will be responsible for coordinating all
Programs special projects initiatives and providing overall administrative
support and assistance to EAYIP ensuring the day-to-day operations are carried
out efficiently and effectively.
Key Duties and
Responsibilities:
Responsibilities:
Support and assist in the implementation of day to day EAYIP operations
(50%)
(50%)
·
Coordinate deadlines and priorities on a daily
basis
Coordinate deadlines and priorities on a daily
basis
·
Coordinate production and proof read
correspondence and presentations
Coordinate production and proof read
correspondence and presentations
·
Manage the calendar of the Program Director
Manage the calendar of the Program Director
·
Regularly monitor office supplies and order as
needed
Regularly monitor office supplies and order as
needed
·
Respond to written, oral and electronic
inquiries to include screening and prioritizing correspondence, reports,
presentations and other information for internal and external usage for the
Program Director
Respond to written, oral and electronic
inquiries to include screening and prioritizing correspondence, reports,
presentations and other information for internal and external usage for the
Program Director
·
Work closely with the Human Resources &
Administration Coordinator to coordinate travel arrangements and scheduling for
the Program Director, including air travel, hotel reservations, car rental,
required visas, immunizations, etc.
Work closely with the Human Resources &
Administration Coordinator to coordinate travel arrangements and scheduling for
the Program Director, including air travel, hotel reservations, car rental,
required visas, immunizations, etc.
Plan and coordinate internal/external meetings (30%)
·
Work in close coordination with the Human
Resources & Administration Coordinator, coordinate international and
domestic travel, including “partner” and prospect meetings and conferences for
teams
Work in close coordination with the Human
Resources & Administration Coordinator, coordinate international and
domestic travel, including “partner” and prospect meetings and conferences for
teams
·
Coordinate room setup, refreshments, decor, and
other necessary logistics
Coordinate room setup, refreshments, decor, and
other necessary logistics
·
Prepare and distribute agendas and meeting
materials
Prepare and distribute agendas and meeting
materials
·
Record minutes for meetings and events
Record minutes for meetings and events
·
Maintain the EAYIP meeting calendar
Maintain the EAYIP meeting calendar
·
The incumbent coordinate special projects such
as the Program Director’s speaking engagements, luncheons, conferences and
meetings with HPI staff, “partners”, Steering Committee, volunteers, donors and
other individuals
The incumbent coordinate special projects such
as the Program Director’s speaking engagements, luncheons, conferences and
meetings with HPI staff, “partners”, Steering Committee, volunteers, donors and
other individuals
Establish & manage EAYIP documentation and database systems (20%)
·
Offer support in the production and creation of
reports
Offer support in the production and creation of
reports
·
Maintain EAYIP legal documents
Maintain EAYIP legal documents
·
Create and maintain files of program reports and
other documents
Create and maintain files of program reports and
other documents
·
File incoming project documents as appropriate
File incoming project documents as appropriate
·
Create, maintain and update a database for
project engagements
Create, maintain and update a database for
project engagements
·
Work closely with project regional offices on
the development of operational policies and procedures and provide leadership
to identify and coordinate administrative improvements within the program
Work closely with project regional offices on
the development of operational policies and procedures and provide leadership
to identify and coordinate administrative improvements within the program
·
Perform other duties as assigned
Perform other duties as assigned
Qualifications, Skills and
Experience:
Experience:
·
The ideal candidate for the Heifer International
Administrative Assistant vacancy must hold a Bachelor’s Degree in Business
Administration, Secretarial Studies plus three (3) years of related experience
The ideal candidate for the Heifer International
Administrative Assistant vacancy must hold a Bachelor’s Degree in Business
Administration, Secretarial Studies plus three (3) years of related experience
·
A minimum of four (4) years’ office
administrative experience preferred
A minimum of four (4) years’ office
administrative experience preferred
·
Working knowledge of the non-profit sector and
the context to which non-profit organizations operate.
Working knowledge of the non-profit sector and
the context to which non-profit organizations operate.
·
Strong scheduling and project management skills.
Strong scheduling and project management skills.
·
Knowledge of computers as a tool for word
processing, communications and organizing. Must possess demonstrable skills
using Microsoft Office Suite, including Word, Outlook, Publisher, PowerPoint
and Excel.
Knowledge of computers as a tool for word
processing, communications and organizing. Must possess demonstrable skills
using Microsoft Office Suite, including Word, Outlook, Publisher, PowerPoint
and Excel.
·
Excellent verbal and written communication
skills. Good interpersonal skills, ability to be a team player and to work with
people of varied backgrounds
Excellent verbal and written communication
skills. Good interpersonal skills, ability to be a team player and to work with
people of varied backgrounds
·
Strong English language skills – oral and written.
Strong English language skills – oral and written.
·
Proficiency in basic statistics sufficient to
analyze data.
Proficiency in basic statistics sufficient to
analyze data.
·
Ability to be accurate and attentive to detail,
good writing, editing, typing and filing competences. Ability to prioritize,
organize, and carry out multiple tasks efficiently under pressure and with
little supervision; ability to accept supervision and to provide entry-level
program support
Ability to be accurate and attentive to detail,
good writing, editing, typing and filing competences. Ability to prioritize,
organize, and carry out multiple tasks efficiently under pressure and with
little supervision; ability to accept supervision and to provide entry-level
program support
·
Working with sensitive information and
maintaining confidentiality at all times
Working with sensitive information and
maintaining confidentiality at all times
·
Ability to prepare and proof read correspondence
for correct punctuation and grammar, and produce documents in a well-designed,
attractive format with superior attention to detail
Ability to prepare and proof read correspondence
for correct punctuation and grammar, and produce documents in a well-designed,
attractive format with superior attention to detail
·
Detail-oriented, collaborative, communicates
clearly, organized, deadline-oriented, level-headed, positive nature
Detail-oriented, collaborative, communicates
clearly, organized, deadline-oriented, level-headed, positive nature
How to Apply:
All candidates who wish to join Heifer International in the
aforementioned capacity are encouraged to Apply Online be visiting the Web link
below.
aforementioned capacity are encouraged to Apply Online be visiting the Web link
below.
Deadline: 21st November,
2016
2016
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