Fresher Administration Assistant USAID SUSTAIN Career Jobs – University Research Co., LLC (URC)

Job Title:         Administration Assistant
Organisation: University
Research Co., LLC (URC)
Project Name: USAID
Strengthening Uganda’s Systems for Treating AIDS Nationally (SUSTAIN) Project
Duty Station: Kampala,
Uganda
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.
About URC SUSTAIN Project:
University Research Co., LLC (URC) is implementing the USAID-funded
Strengthening Uganda’s Systems for Treating AIDS Nationally (SUSTAIN) project.
The project supports delivery of quality HIV prevention, treatment, care and
laboratory services at selected regional referral and general hospitals.
Job Summary: The
Administration Assistant is responsible for attending to visitors and deal with
inquiries on the phone and face to face. The incumbent is expected to provide
general information regarding the organization to the general public, clients and
customers.
Key Duties and
Responsibilities:  
Office Support:
  • Perform general clerical duties, to
    include but not be limited to photocopying, scanning, faxing, filing, and
    mailing
  • Provide office administrative support
    including organization and facilitation for internal meetings, drafting
    agendas, and taking minutes
  • Answer incoming telephone calls, take
    complete and accurate messages for people who are not available, and
    ensure they receive the messages
  • The jobholder will maintain hard copy and
    electronic versions of a project archive, including contract and
    subcontract documents, client approvals, consultant documents, travel
    files, procurement files, project deliverables, project reports, and
    minutes of meetings. 
  • Manage and document correspondences between
    project offices, the home office, client, other partners, and stakeholders.
  • Support new staff orientation, on-boarding
    and other HR initiatives
  • Greet and escort guests
  • Ensure timely settlement of office bills
  • Assist with making logistical arrangements
    for project events and field activities
  • Make logistical arrangements for project
    staff traveling outside their region or for international visitors
Program Support:
  • The incumbent will also prepare
    invitations for training and workshops and follow-up with participants as
    needed
  • Support preparation of materials and
    logistics for outside training, workshops, and special events
  • Develop checklist for required training
    materials and equipment with technical lead and prepare corresponding
    requests
  • Ensure training teams have required
    materials and equipment packed prior to training and returned to
    stores/inventory following the training
  • Prepare and distribute per diem and
    transportation payments to training participants and organize required
    supporting documentation
  • Manage logistics for meetings and
    workshops including organization of lunch/tea, preparation of the meeting
    space/equipment, welcome participants, and materials preparation
  • Maintain electronic and paper files of
    program communications, materials, and health unit specific documents
  • Perform any other duties as assigned by
    supervisor and other senior staff
Qualifications, Skills and
Experience:
  • The applicants for the USAID SUSTAIN Administration
    Assistant job placement must hold a Bachelor’s Degree in Administration,
    Management, Business, Social Science, or other relevant field
  • A minimum of two (2) years of relevant
    professional experience in office administration
  • Computer literacy i.e. knowledge and
    experience with Windows, Word, Excel, PowerPoint, and other data
    processing and graphical presentation software desired
  • Ability to independently plan and execute
    complex tasks while addressing daily management details and remaining
    organized and focused on long-term deadlines and strategy highly desirable
  • Excellent inter-personal communication
    skills and excellent organization skills desired
  • Oral and written English language fluency
    desired
How to Apply:
All suitably qualified and interested applicants should submit their
cover letter, certificate of good conduct, curriculum vitae, copies of academic
credentials and contact information for 3 professional references addressed to:
Human Resource & Administration Coordinator,
University Research Co., LLC – Centre for Human Services,
Plot 7 Ntinda View Crescent, Naguru
Kampala, UGANDA
E-mail to: hr-uganda@urc-chs.com
Deadline: 10th March 2017 by
12:00 Noon

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