Entry Level Admin US NGO Jobs – Program Assistant at Catholic Relief Services (CRS)

Job Title:         Program Assistant
Organization: Catholic
Relief Services (CRS)
Duty Station: Kampala, Uganda
Reports to: Deputy Head of
Programs
About US:
Catholic Relief Services (CRS) is an international non-profit
organization which implements the commitment of the Bishops of the United
States to assist the poor and vulnerable overseas. Our Catholic identity is at
the heart of our mission and operations. We welcome as a part of our staff and
as partners people of all faiths and secular traditions who share our values
and our commitment to serving those in need.
Job Summary:  The Program Assistant will provide service in the day-to-day delivery of responsive,
effective and efficient project administrative activities in support of the
Catholic Relief Services’ (CRS) mission to serve the poor and vulnerable. The incumbent
will provide consistent and high-quality service and contribute to the proper
stewardship of project resources to help ensure operational effectiveness in
support of high-quality programming.
Key Duties and
Responsibilities:   
  • Facilitate communication with all members
    of the project/program teams, relevant staff in other departments/teams
    and external stakeholders as relevant. Send/receive and distribute all
    incoming and outgoing mail/letters/documents.
  • Provide specialized project administrative
    transactions and processes (e.g. translate, type, proofread, and/or format
    documents; record and transcribe meeting minutes; draft simple
    correspondence messages).
  • Compile data, perform data entry and data
    verification in relation to project administration processes (e.g. various
    contact lists, employee leave balances, staff attendance reports,
    visitors’ welcome packages, etc.).
  • Support travel and logistics arrangements
    for staff and visitors. Schedule and coordinate appointments. Provide
    logistical and communication support to event planning activities.
  • Carry out administrative and financial
    duties related to all aspects of project implementation
  • Arrange all necessary logistics for
    program activities, including workshops, trainings, booking accommodation
    for participants, photocopying project materials, arranging transport, and
    managing the supply of office stationery
  • Actively participate regularly in
    monitoring visits to ensure quality implementation of projects, support
    administrative and financial management undertaken in project sites.
  • Support the HOP/DHOP in the preparation of
    program documents, project reports, manage contractual obligations of
    projects.
  • Assist in tracking project activity
    schedules and deadlines, in coordination with DHOP, coordinate and collate
    programs staff monthly timesheets and follow up staff to clear advance as
    per aging reports.
  • Ensure all received program materials are
    properly stored. Maintain program backups and ensure that they are up
    dated on a regular basis.
  • Assisting in the posting, managing CRS
    Uganda sharepoint website content, system administration, maintenance and
    updating of the program’s web site on a regular basis.
  • Regularly update Gateway with programmatic
    information and work.
  • As assigned by your supervisor, perform
    other tasks which are commensurate with your job level in the
    organization.



Qualifications, Skills and
Experience:
  • The ideal candidate for the Catholic
    Relief Services (CRS) Program Assistant job opportunity should hold a High School Diploma. Professional
    diploma/Certificate or courses in Administration preferred.
  • A minimum of two years’ experience working
    in an office environment in a clerical or administrative role. Experience
    with a local or international NGO a plus.
  • Additional education may substitute for
    some experience.
  • Previous exposure and experience with
    typing/word processing, data entry into online databases and forms, and
    working with various office equipment.
  • Computer literacy skills i.e. proficiency
    in MS Office package (Excel, Word, PowerPoint, Visio) and information
    management systems. Proficient in Word.
  • Good time management skills with ability
    to work on multiple tasks
  • Strong customer service orientation with
    good communication and interpersonal skills
  • Proactive, resourceful, solutions oriented
    and results-oriented
  • Required/Desired Foreign Language: Good
    written and spoken English
  • Agency-wide Competencies (for all CRS
    Staff):
    Serves with
    Integrity, Models Stewardship, Cultivates Constructive Relationships,
    Promotes Learning
How to Apply:
All suitably qualified and interested Ugandan candidates are encouraged
to send their cover letters, CVs and three work references (names and contact
information only) to ug_recruitment@crs.org
Deadline: 13th October
2017
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