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Job Title:     Administrative
Officer

Organization: FHI 360

Duty Station: Kampala, Uganda

About US:

FHI
360 is a nonprofit human development organization dedicated to improving lives
in lasting ways by advancing integrated, locally driven solutions. FHI 360 serves more than 70 countries and all U.S. states and territories. Established in 1971, the organization has long managed in projects relating to family planning and reproductive health.

About MCHN Project:

Maternal
Child Health and Nutrition (MCHN) The Uganda Maternal Child Health and
Nutrition (MCHN) activity is a 5-year Cooperative agreement between the United
States Agency for International Development Mission in Uganda (USAID/Uganda) and
FHI 360. The aim of this award is to strengthen Government performance in
implementing Strategies to improve MCHN outcomes. The two result areas are;
MCHN service delivery improved and Capacity for MCHN “good”
governance increased

Job Summary: This position is
characterized by the performance of a variety of administrative and office
support duties. Positions require knowledge of organizational and departmental
policies and procedures in order to communicate information involving programs,
functions, and services. Duties performed may include preparation of documents
and reports, the use of office technology, compiling records, organizing and
maintaining files, posting information , greeting/referring/assisting others,
mail distribution, and photocopying.  The
range of duties includes, but is not limited to, collecting and verifying data,
summarizing and reconciling information or financial data, records management,
review and processing, research and inventory. Positions may serve as the
primary staff assistant to a department or manager. At the advanced level, may
serve as a lead worker or may provide supervision to other employees.

Key Duties and Responsibilities: 

·       Answers phones.

·       Takes messages or
fields/answers routine and non- routine questions.

·       Provides information to
callers.

·       Works in cooperation
with other Administrative Associates to cover phones.

·       Provides administrative
support to staff for copying, faxing and large- scale mailings..

·       Responds to staff
requests for administrative support as needed.

·       Sets up and maintain
files, prepares reports, presentations and graphics, provides employees with
office supplies, performs data entry, proofreads, and compiles special reports.

·       Receives and distributes
incoming mailing and coordinates outgoing mail, including courier services,
postage meter account, and interoffice mail distribution.

·       Schedules meetings and
meeting arrangements.

·       Provides meeting support
as needed (e.g., scheduling conference rooms, coordinating food, logistics).

·       Communicates with both
internal and external personnel as required.

·       Prepares and maintains
documentation, plans, reports, schedules, databases, spreadsheets, logs, etc.
to support functions.

·       Assignments vary based
on department and/or functional area.

·       May handle special
projects and execute research and data analysis tasks,

·       Organizes and
prioritizes large volumes of information and calls.

·       Performs desktop publishing.
Creates and develops visual presentations.

·       Establishes, develops,
maintains and updates filing system.

·       Retrieves information
from files when needed.

·       Establishes, develops,
maintains and updates library of trade journals and magazines.

·       Schedules and organizes
complex activities such as meetings, travel, conferences and department
activities for members of the department.

·       Arranges complex and
detailed travel plans and itineraries.

·       Compiles documents for
travel- related meetings.

·       Processes travel expense
forms.

·       Compiles data and
prepares reports.

·       Drafts written responses
or replies by phone or e-mail when necessary for staff members, as requested.

·       Responds to regularly
occurring requests for information.

·       Works independently or
as a member of a team on special and ongoing projects.

·       Acts as a liaison with
other departments and outside agencies, including high-level staff such as
CEOs, Presidents, and Senior Vice Presidents.

·       Handles confidential and
non-routine information and explains departmental policies when necessary.

Qualifications, Skills and Experience:

·       The ideal applicant
should have Associates Degree or International Equivalent in Business
Administration or Related Field.

·       At least 3 – 5 Years of
related experience.

·       Ability to gather,
recommend and summarize data for reports, finds solutions to various
administrative problems, and prioritizes work.

·       Work requires attention
to detail in composing, typing and proofing materials, establishing priorities
and meeting deadlines.

·       Typical Physical
Demands:

·       Typical office
environment. Ability to sit and stand for extended periods of time; ability to
lift 5-50 lbs.

·       Technology to be Used:

·       Personal Computer,
Microsoft Office (i.e. Word, Excel, PowerPoint, etc.), e-mail, telephone,
printer, calculator, copier, cell phones, PDAs and other hand held devices.

·       Travel Requirements:

·       Less than 10%

·       This job description
summarizes the main duties of the job. It neither prescribes nor restricts the
exact tasks that may be assigned to carry out these duties. This document
should not be construed in any way to represent a contract of employment.
Management reserves the right to review and revise this document at any time.

·       Demonstrates
understanding of the area of specialization, of program procedures, methods,
and practices to include knowledge of program and staff responsibilities.

·       Uses established filing
and data systems, functions, and/or procedures that require knowledge of the
program.

·       Reviews data and
information for completeness and accuracy using standard guidelines; performs
tasks with attention to detail.

·       Understands software
used to perform day-to-day functions.

·       Uses office software
programs, information systems, and office equipment to access, input, and
verify standard information.

·       Communicates information
clearly to staff, clients, and/or public about services, processes, and
procedures using prescribed or established guidelines.

·       Utilizes program
specific terminology.

·       Gathers readily
available information from office records to drafts e-mails, memos and other
documents.

·       Proofreads documents for
grammar, spelling, punctuation, and basic formatting.

·       Provides answers to
requests for general information.

·       Records and documents
information accurately.

·       Problem Solving &
Impact:

·       Recognizes, defines and
resolves non-standard problems using operating procedures, practices and
established precedents.

·       Resolves recurring
issues and problems as well as some unique situations.

·       Anticipates problems and
develops recommendations for management resolution.

·       Errors may be detected
and corrected but may cause moderate loss of time or customer/user
dissatisfaction.

·       Supervision
Given/Received:

·       General supervision and
instructions given for routine work and detailed instructions with periodic
work review given for new activities or special assignments.

·       Contacts are typically
with individuals within own department and with contacts outside own
organization.

·       Contacts involve
obtaining or providing information or data requiring some explanation or
interpretation.

  

How to Apply:

All
interested candidates apply online at the link below and follow the steps.

Click
here

Job
applicants should ONLY submit soft copy of a cover letter, CV, academic
transcripts and three professional referees in one attachment not later than
February 14,2020 to the link below

Here
are the steps to follow;

·       Click on “Sign in”.

·       Click on “Create
Account”

·       Add email and password

·       Upload CV and complete
fields

·       Apply to any job.

Deadline: 14^th
February 2020

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