Administrative Assistant USAID P&R Project Jobs – Development Alternatives Inc. (DAI)

Organisation: Development
Alternatives Inc. (DAI)
Project Name: Preparedness
and Response (P&R) Project
Funding Source: USAID
Duty Station: 
Kampala, Uganda
Reports to: Finance
and Administration Manager
About US:
Development Alternatives
Inc. (DAI) is a private development company based in Washington, D.C. DAI works
on the frontlines of international development. Transforming ideas into
action—action into impact. We are committed to shaping a more livable world. We
tackle fundamental social and economic development problems caused by
inefficient markets, ineffective governance, and instability. We work with a
wide range of clients, including national and local governments, bilateral and
multilateral donors, private corporations, and philanthropies.
About USAID P&R Project:
Preparedness and
Response (P&R) is one component of USAID’s Emerging Pandemic Threats (EPT
2) program.  P&R has a dual mandate to help countries design and
implement National Preparedness and Response Plans for public health events of
unknown etiology and to establish and strengthen National One Health
Platforms.  Our goal is to help address the practical issues confronting
national governments as they strive to cope with the human, financial, and
logistical constraints associated pandemic threats.  The P&R project
provides technical assistance and training services to build national and
regional capacity in a sustainable manner.
Job Summary: The
Administrative Assistant is a key member of the P&R East Africa regional
office team and supports day-to-day business operations of the office. The
Administrative Assistant is responsible for carrying out a wide range of
administrative and logistical tasks, in addition to supporting the operations
team in project closedown processes. He/she is expected to learn DAI’s systems
and abide by project policies and procedures at all times.
Key Duties and
Responsibilities:
Office
Administration
·        
Provide
administrative support to ensure that office operations are conducted in a
timely, effective, and professional manner.
·        
Handle
calls, mail, and electronic communications and route messages and information
to appropriate individuals.
·        
Interface
with parties passing through or using the project office.
·        
Undertake
any other tasks/duties, as assigned.
Inventory
Management
·        
Maintain
project supplies inventory by: checking stock to determine inventory level,
anticipating needed supplies, placing and expediting orders, and verifying
receipt of goods.
·        
Ensure
office equipment is properly maintained and calling for repairs as needed.
·        
Keep
updated and accurate records of equipment and supplies issued to staff.
·        
Ensure
that project inventory is returned by outgoing staff, securely stored, and
recorded accurately in TAMIS.
·        
Support
inventory transfer and donation processes at the close of the project.
Records Management
·        
Maintain
office documents and files in accordance with the project record map by: safely
storing hard copy files and scanning/uploading electronic documents to
appropriate file management systems, including Box and TAMIS.
·        
Conduct
TAMIS quality assurance by: reviewing entries, inputting missing information,
and updating existing records.
·        
Secure
electronic information by completing database backups.
·        
Document
all packed items at the time of project close out.
Meeting, Travel,
and Schedule Management
·        
Schedule
and prepare materials for meetings and project events.
·        
Take,
prepare, and distribute minutes after meetings.
·        
Assist
Travel & Logistics Coordinator with event logistics, including procurement
of printed materials, venues, catering services, and lodging, in addition to
making travel arrangements.
·        
Travel
to support P&R event execution and coordination, as needed.
Human Resources: Liaise with insurance carrier and social
security manager for departing employees.


Qualifications,
Skills and Experience:  
·        
The applicant
for the USAID Project Administrative Assistant must hold a University degree in
business administration or relevant field.
·        
At least
three years of work experience in the administrative, secretary, or general
office support functions.
·        
Knowledge
of USAID policies and procedures preferred; USAID experience or work on
international donor-funded projects a plus.
·        
Proven
experience in project close out.
·        
Excellent
communication and interpersonal skills.
·        
The
ability to work effectively in a team environment.
·        
The
capacity to operate a range of office equipment, such as printers, scanners,
telephones, etc.
·        
The
ability to work well under pressure.
·        
Attention
to details and accuracy.
·        
Multitasking
and prioritization skills.
·        
English
language fluency required.
How to Apply:               
All candidates are
encouraged to send their updated CVs to PRPrecruitment@dai.com.
Only online applications shall be accepted. The subject line must read: “UGANDA
ADMIN ASSISTANT”
Deadline: 23rd May 2018
For more of the
latest jobs, please visit http://www.theugandanjobline.com or
find us on our facebook page https://www.facebook.com/UgandanJobline




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