Job Title: Administrative Assistant
Organization: Mott MacDonald
Group
Group
Duty Station: Kampala,
Uganda
Uganda
About US:
The Mott MacDonald Group is a consultancy with headquarters in the
United Kingdom. It employs 16,000 staff in 150 countries. Mott MacDonald is one
of the largest employee-owned companies in the world. It was established in
1989 by the merger of Mott, Hay and Anderson with Sir M MacDonald &
Partners. It has won more than 500 industry awards in the last five years and
is among the top ranked firms in the annual league tables published by
Engineering News Record and New Civil Engineer.
United Kingdom. It employs 16,000 staff in 150 countries. Mott MacDonald is one
of the largest employee-owned companies in the world. It was established in
1989 by the merger of Mott, Hay and Anderson with Sir M MacDonald &
Partners. It has won more than 500 industry awards in the last five years and
is among the top ranked firms in the annual league tables published by
Engineering News Record and New Civil Engineer.
About Project:
Cambridge Education has recently been appointed by the Department for
International Development (DFID) as Managing Agent on the Uganda Strengthening
Education Systems for Improved Learning (SESIL). SESIL is a 4.5 year programme
which seeks to impact on the equity and quality of measurable learning outcomes
for girls and boys in Uganda, the programme will focus on three core
components:
International Development (DFID) as Managing Agent on the Uganda Strengthening
Education Systems for Improved Learning (SESIL). SESIL is a 4.5 year programme
which seeks to impact on the equity and quality of measurable learning outcomes
for girls and boys in Uganda, the programme will focus on three core
components:
·
Building
strong foundations – to increase the numbers of girls and boys reaching
grade appropriate learning standards in literacy and numeracy in primary
schools;
Building
strong foundations – to increase the numbers of girls and boys reaching
grade appropriate learning standards in literacy and numeracy in primary
schools;
·
Enhancing
assessment and exams – to strengthen the assessment system so that it leads
to more Ugandan children learning what matters for their future;
Enhancing
assessment and exams – to strengthen the assessment system so that it leads
to more Ugandan children learning what matters for their future;
·
Supporting
a mixed economy – to support the Government of Uganda to work more
effectively with non-state providers and financiers of education, including through
direct support to a network of secondary schools.
Supporting
a mixed economy – to support the Government of Uganda to work more
effectively with non-state providers and financiers of education, including through
direct support to a network of secondary schools.
Job Summary: The Administrative
Assistant will join the Programme
Management & Administration Team which is responsible for ensuring that all
financial, operational and administrative aspects of SESIL run effectively.
This Team will be based in the Mott MacDonald Uganda Office in Kampala, and
within Regional offices as required.
Assistant will join the Programme
Management & Administration Team which is responsible for ensuring that all
financial, operational and administrative aspects of SESIL run effectively.
This Team will be based in the Mott MacDonald Uganda Office in Kampala, and
within Regional offices as required.
Key Duties and Responsibilities:
The Administrative Assistant will be required to do the following in
each area:
each area:
Procurement
·
Offer technical support to the procurement
activities;
Offer technical support to the procurement
activities;
·
Work closely with finance team on payments to
vendors/suppliers;
Work closely with finance team on payments to
vendors/suppliers;
·
Monitor and keep accurate records of the Project
Asset & Inventory Registers;
Monitor and keep accurate records of the Project
Asset & Inventory Registers;
·
Support the delivery arrangements of all goods
including printed materials;
Support the delivery arrangements of all goods
including printed materials;
·
Build a good working relationship with
suppliers, including the establishment of maintenance agreements for items such
as generators, ICT equipment etc.Events and Logistics
Build a good working relationship with
suppliers, including the establishment of maintenance agreements for items such
as generators, ICT equipment etc.Events and Logistics
·
Supporting the Technical Team in the
organisation of events, meetings and workshops;
Supporting the Technical Team in the
organisation of events, meetings and workshops;
·
Administer finances at events, in accordance
with Mott MacDonald Finance procedures, when required;
Administer finances at events, in accordance
with Mott MacDonald Finance procedures, when required;
·
Liaising with hotels and accommodation
providers;
Liaising with hotels and accommodation
providers;
Support in the effective mobilisation of international staff and
sub-consultants coming from overseas, including:
sub-consultants coming from overseas, including:
·
Communications with UK team members for support
with visa applications, flight bookings, and security briefings;
Communications with UK team members for support
with visa applications, flight bookings, and security briefings;
·
Management and timely communication of local
arrangements such as airport transfers and hotel bookings;
Management and timely communication of local
arrangements such as airport transfers and hotel bookings;
·
Supporting the development and regular update of
welcome packs and induction information;
Supporting the development and regular update of
welcome packs and induction information;
·
Also support in the development of similar
arrangements for managing mobilisation from overseas directly to the
field.Administration
Also support in the development of similar
arrangements for managing mobilisation from overseas directly to the
field.Administration
·
Supporting sub-consultants with their
administration and other arrangements;
Supporting sub-consultants with their
administration and other arrangements;
·
Managing the mobile communications (project
phones, phone credit, internet, etc);
Managing the mobile communications (project
phones, phone credit, internet, etc);
·
Work closely with the Mott MacDonald Uganda team
to manage meeting room bookings, and ensure the room is set up as per need;
Work closely with the Mott MacDonald Uganda team
to manage meeting room bookings, and ensure the room is set up as per need;
·
Maintain operations records in accordance with
Mott MacDonald processes and procedures;
Maintain operations records in accordance with
Mott MacDonald processes and procedures;
·
Supporting in the ethics, transparency and
accountability principles of the Programme and of Mott MacDonald;
Supporting in the ethics, transparency and
accountability principles of the Programme and of Mott MacDonald;
·
Be proactive and responsive to performing any
other duties and responsibilities as assigned by the Operations Manager or
Senior Management Team.
Be proactive and responsive to performing any
other duties and responsibilities as assigned by the Operations Manager or
Senior Management Team.
Qualifications, Skills and
Experience:
Experience:
·
The Administrative Assistant should have previous exposure and experience in an administrative
or operations role;
The Administrative Assistant should have previous exposure and experience in an administrative
or operations role;
·
Previous experience in handling logistical
challenges in Uganda and in negotiating to ensure efficient use of resources;
Previous experience in handling logistical
challenges in Uganda and in negotiating to ensure efficient use of resources;
·
Experience of organising events – managing bookings,
invitations, advertising, printing, and on-the-day requirements;
Experience of organising events – managing bookings,
invitations, advertising, printing, and on-the-day requirements;
·
Excellent written and spoken communication
skills in English;
Excellent written and spoken communication
skills in English;
·
Willingness to be pro-active, responsive and
flexible to the changing requirements of the project;
Willingness to be pro-active, responsive and
flexible to the changing requirements of the project;
·
Excellent IT skills and confidence in Outlook,
MS Word, Excel and PowerPoint;
Excellent IT skills and confidence in Outlook,
MS Word, Excel and PowerPoint;
·
Ability to coordinate various activities at the
same time;
Ability to coordinate various activities at the
same time;
·
Ability to work quickly and effectively under
pressure;
Ability to work quickly and effectively under
pressure;
·
A team player with experience of working within
team hierarchies and towards the common vision of a programme;
A team player with experience of working within
team hierarchies and towards the common vision of a programme;
·
Ability to liaise with UK-based staff in English
by email and telephone.
Ability to liaise with UK-based staff in English
by email and telephone.
·
Experience of working on donor-funded programmes
in multi-national teams;
Experience of working on donor-funded programmes
in multi-national teams;
·
Ability to draft letters in English;
Ability to draft letters in English;
·
Ability to draft processes and procedures in
English.
Ability to draft processes and procedures in
English.
How to Apply:
All suitably qualified and interested candidates are strongly
encouraged to apply by clicking on the link below.
encouraged to apply by clicking on the link below.
Deadline: 25th
November 2017
November 2017
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