No Experience Admin – Program Assistant Job Opportunities – Eastern Africa Grain Council (EAGC)

Job Title:      Program Assistant
Organisation: Eastern
Africa Grain Council (EAGC)
Duty Station: Kampala,
Reports to: Country
Program Manager
Ref No.: EAGC/UG/HR/2018-002
About US:
The Eastern Africa Grain Council
(EAGC) is a membership-based organization registered in Kenya with country
offices in Uganda, Rwanda, Burundi and Rwanda. Our members are key stakeholders
and players in the grain value chain including cereal growers, millers and
processors drawn from within the Eastern Africa Region and beyond. Our core
mandate is to develop and promote orderly structured marketing systems and
provide market information for grains so as to reduce transaction costs and
eliminate barriers’ to regional trade.
Key Duties and Responsibilities:
Office Management
  • Managing
    incoming and outgoing information in the Country office to ensure accurate
    database for future reference and speedy retrieval.
  • Maintaining
    an efficient and up-to-date EAGC filing system that is secure, accurate
    and easy to retrieve. This involves maintaining programs files, CPC
    papers, donors’ reports, programs annual reports and work-plans in soft
    and hard copies.
  • Assisting
    the Country Program Manager in preparing Country Programs Committee papers
    or papers for any other meeting.
Procurement & Logistical
  • Offer
    logistical support to the team for both local and international travel.
  • Giving
    information to staff, members, partners and all stakeholders on upcoming
    events/meetings to assist in their planning and attendance.
  • Liaising
    with relevant staff in head office, external organizations etc. to
    effectively arrange meetings, prepare agendas and draft minutes to ensure
    timely and accurate communication to participants.
  • Ensure
    proper procurement procedures are adhered to at all times, including
    maintaining of vendor contracts, lease agreements, and any other service
    contracts as may be required.
  • Provide
    support in procurement at Country level and assist in raising
    requisitions, sourcing for quotations, developing bid analsyis and follow
    up with the Program Administration manager to ensure LPO’s are sent to
    suppliers on time.
General Office Administration
  • Ensuring
    smooth running of the office in the absence of the Country Programs
  • Organizing
    for office stationery, handling simple procurement requests and issue
    correct documentation.
  • Support
    organization of EAGC activities e.g. business fair, summit, conferences,
    members forums and workshops.
  • Liaise
    with facilities as necessary with regards to office requirements.

Qualifications, Skills and Experience: 
  • The
    ideal candidate for the Program Assistant should preferably hold a
    Bachelor’s Degree in Business Management, training in Secretarial or
    related field.
  • Previous
    experience in providing administrative and logistical support
  • Proficient
    in Microsoft Office (Outlook, Word, Excel, and Power Point),
  • Good
    communication & interpersonal skills
  • Strong
    organizational and the capacity for multi-tasking
  • Problem
    solving skills
How to Apply:
All suitably qualified and
interested candidates should send their applications demonstrating how their qualifications
& experience match our requirements. It should include an updated C.V.,
your current remuneration package, valid email address, daytime contact number
and full contact details of 3 referees including day time telephone number to:
Deadline: 26th January 2018
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