Job Title: Program
Support Assistant
Support Assistant
Organisation: World Vision
International
International
Duty Station: Uganda
Reports to: Area Coordinator
About US:
World Vision Uganda is a Christian Relief, Development and Advocacy
Non-Government Organization dedicated to working with children, families and
communities to overcome poverty and injustice. We currently work in over 41
districts in Uganda. World Vision is committed to the protection of children
and we will not employ people whose background is not suitable for working with
children. All employment is conditioned upon the successful completion of all
applicable background checks, including criminal record checks where possible.
“Our Vision for every child, Life in all its fullness. Our prayer for every
Heart, the will to make it so.”
Non-Government Organization dedicated to working with children, families and
communities to overcome poverty and injustice. We currently work in over 41
districts in Uganda. World Vision is committed to the protection of children
and we will not employ people whose background is not suitable for working with
children. All employment is conditioned upon the successful completion of all
applicable background checks, including criminal record checks where possible.
“Our Vision for every child, Life in all its fullness. Our prayer for every
Heart, the will to make it so.”
Job Summary: The Program
Support Assistant will provide administrative support services to World Vision
Uganda and facilitate in the conducive running of the administration systems at
the field office in line with the World Vision Uganda Policies and Procedures.
Support Assistant will provide administrative support services to World Vision
Uganda and facilitate in the conducive running of the administration systems at
the field office in line with the World Vision Uganda Policies and Procedures.
Key Duties and Responsibilities:
Logistics Services:
·
Tasked with screening incoming telephone calls,
mails, inquiries, and requests and handling them as appropriate, including
relaying accurate and timely messages and answering of queries.
Tasked with screening incoming telephone calls,
mails, inquiries, and requests and handling them as appropriate, including
relaying accurate and timely messages and answering of queries.
·
Maintain a database of assets.
Maintain a database of assets.
·
In charge of managing a filing system for record
control of key documents.
In charge of managing a filing system for record
control of key documents.
·
Provide logistical support and back-up to in the
planning of meetings and workshops.
Provide logistical support and back-up to in the
planning of meetings and workshops.
·
Ensure adequate stocks of key office materials
are in place at all times.
Ensure adequate stocks of key office materials
are in place at all times.
·
Tasked with maintaining supplies/logistics
inventory and preparing requisitions for office supplies and equipment.
Tasked with maintaining supplies/logistics
inventory and preparing requisitions for office supplies and equipment.
·
Provide related support including secretarial
duties as required such as timely printing, photocopying and binding of
documents.
Provide related support including secretarial
duties as required such as timely printing, photocopying and binding of
documents.
·
Ensure that office is kept tidy and clean.
Ensure that office is kept tidy and clean.
Support to Staff:
·
Providing information and guide staff on
administrative processes, procedures and requirements.
Providing information and guide staff on
administrative processes, procedures and requirements.
·
Actively facilitate and support staff on
logistical and administrative requirements such as travels, follow up on
requisitions, etc on regular basis
Actively facilitate and support staff on
logistical and administrative requirements such as travels, follow up on
requisitions, etc on regular basis
·
Support staff on follow-up of internal
communications and actions.
Support staff on follow-up of internal
communications and actions.
Support to meeting/fora:
·
Compile calendar/s of key events.
Compile calendar/s of key events.
·
Support planning of the events and meetings.
Support planning of the events and meetings.
·
Follow up on meeting invitations through emails
and phones as is appropriate.
Follow up on meeting invitations through emails
and phones as is appropriate.
·
Tasked with planning for and managing logistics
for regional meetings and other forums such as workshops and reflection/
learning events.
Tasked with planning for and managing logistics
for regional meetings and other forums such as workshops and reflection/
learning events.
Guest Relations:
·
Maintain an up to date database of all guests
coming into the field office
Maintain an up to date database of all guests
coming into the field office
·
Plan for guest logistics: Transport, accommodation,
scheduled meetings, entry and exit briefs, etc.
Plan for guest logistics: Transport, accommodation,
scheduled meetings, entry and exit briefs, etc.
·
Handle check in and out of guests from hotels.
Handle check in and out of guests from hotels.
·
Support guests’ general needs like shopping,
church service.
Support guests’ general needs like shopping,
church service.
Reporting:
·
Tasked with following up with all staff on
submission of their monthly reports.
Tasked with following up with all staff on
submission of their monthly reports.
·
Draft regional monthly report for PM’s review
and submission to ROM within the stipulated timelines.
Draft regional monthly report for PM’s review
and submission to ROM within the stipulated timelines.
·
Following up with responsible staff on status
implementation of key action points and decisions from the meetings/fora.
Following up with responsible staff on status
implementation of key action points and decisions from the meetings/fora.
Qualifications, Skills and
Experience:
Experience:
·
The ideal candidate for the World Vision Program
Support Assistant job opportunity should hold a University degree in any
business discipline
The ideal candidate for the World Vision Program
Support Assistant job opportunity should hold a University degree in any
business discipline
·
Good computer literacy i.e. proficiency in applications
like MS Office and data base management
Good computer literacy i.e. proficiency in applications
like MS Office and data base management
·
Knowledge in logistical operations
Knowledge in logistical operations
·
Effective communication skills.
Effective communication skills.
·
Excellent customer care and public relations.
Excellent customer care and public relations.
·
Abilities in office administration and
organization.
Abilities in office administration and
organization.
·
Excellent interpersonal skills.
Excellent interpersonal skills.
·
Excellent relational and communication skills.
Excellent relational and communication skills.
·
Show commitment to World Vision mission and
partnership values and sensitivity to its various expressions across cultures
and denominations.
Show commitment to World Vision mission and
partnership values and sensitivity to its various expressions across cultures
and denominations.
How to Apply:
All suitably qualified candidates are encouraged to apply online by
visiting World Vision International’s e-recruitment jobs portal at the web link
below.
visiting World Vision International’s e-recruitment jobs portal at the web link
below.
Please follow instructions on How to Create Account and Profile at
World Vision’s e-recruitment portal.
Qualified female candidates are particularly encouraged to apply.
World Vision’s e-recruitment portal.
Qualified female candidates are particularly encouraged to apply.
Deadline: 10th November
2017
2017
For more of the latest jobs, please visit https://www.theugandanjobline.com or
find us on our facebook page https://www.facebook.com/UgandanJobline
find us on our facebook page https://www.facebook.com/UgandanJobline