The Ugandan Jobline

Job Title:  Administrative Officer

Organization:
Johns Hopkins Center for Communication Programs (CCP)

Funding Source: United States Agency for International Development (USAID)

Reports to: Sr.
HR & Administration Manager

Job Location:
Kampala, Uganda

About Johns Hopkins Center for Communication Programs:

Johns Hopkins Center
for Communication Programs (CCP) is a leader in strategic communication and
research that facilitates access to information and exchange of knowledge to
improve health.  CCP has more than 60
projects that employ staff in more than 40 countries around the world.  CCP has unparalleled experience as a global
center for Social and Behavioral Change excellence.  Through its projects, CCP harnesses the power
of social and behavior change communication to encourage the adoption of
healthy behaviors in the projects implemented worldwide.

Project Background: 

The Social and
Behavioral Change Activity (SBCA) is a five-year program implemented through a
cooperative agreement between the United States Agency for International
Development (USAID/Uganda) and Johns Hopkins Center for Communication Programs
(CCP). The vision of USAID’s Social and Behavioral Change Activity is a Uganda
where individuals and communities are not just healthy, but resilient,
supported by strong adaptable systems and institutions to lead productive
lives. The SBC Activity supports the Government of Uganda (GoU) and US
government (USG) implementing partners to design and implement Social and
Behavioral Change (SBC) communication initiatives that   contribute towards reduction in Maternal and
Child mortality, Malaria prevalence, Total Fertility rate, new HIV infections,
TB prevalence and improved Nutrition out comes, resilience and improved SBC
systems and expertise. 

Job Summary:   The
Administrative Officer will provide support in a variety of administrative and
office functions. This position requires knowledge of organizational and
departmental policies and procedures in order to communicate information
involving programs, functions, and services. 
This position reports to the Senior HR & Administration Manager to
address the administrative functions of the Finance and Administrative
team. 

Key Duties and Responsibilities:  

Office
Administrative Functions

·       
Ensure
the opening and closing of CCP office on a daily basis including as needed
after hours and on weekends

·       
Schedule
routine and ad hoc office cleanings

·       
Set-up
and maintain filing system relevant to assigned administrative functions

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

·       
Provide
support to receiving deliveries of supplies and materials by confirming goods
receipt against invoice or contract specifications

·       
Provides
back-up support to Reception when other Administrative Associates are
unavailable

·       
Ensure
CCP and project office locations have the appropriate signage adhering to
municipal and other government requirements and periodically checking the
condition of the signage

·       
Identify
appropriate office space in conjunction with field staff when necessary

·       
Track all
leases for leased office space and MoUs for shared office space, including
timely renewal and termination

·       
Work
with the Baltimore contact person to get leases signed by JHU general counsel

·       
Liaise
with landlords on issues concerning the lease agreement as they arise

·       
Ensure
all CCP offices are opened and closed and are equipped with the necessary
supplies, materials, equipment and other resources needed for a functioning
office

Travel, external
conference and workshops

·       
While it
is the individual staff person’s responsibility to inform the Finance &
Admin team in advance of travel and activity requests, proactively gather
travel, transport and external activity needs to mitigate the requests that can
become quickly overwhelming

·       
Make
external conference, workshop, training and travel arrangements for staff as
requested including lodging, flights, car hire, and ferry/boat hire services,
which are usually complex and ever-changing

·       
Keep
staff updated on arrangements and changes in advance when known

·       
When
project vehicles are not available, arrange for transport services to
facilitate staff movement

Inventory and asset
management

·       
Monitor
and schedule routine and as needed maintenance and repair services for major
equipment items (e.g. vehicles, photocopiers, generators, etc.)

·       
Maintain
schedule of and coordinate routine and as needed office maintenance and repairs

·       
Monitor
and track the fuel card utilization comparing vehicle tracking report with
manual fuel logs against receipts

·       
Maintain
vehicle logbooks, registration cards and other documents pertinent CCP vehicle
ownership

·       
Ensure
logbooks are being accurately completed by drivers and passengers

·       
Provide
training and guidance as needed to ensure the proper handling and management of
all program and organization assets and inventory

·       
Request
fuel card top-ups

·       
Before
all assets, inventory or vehicles are put into use, update registers with
required information in full when new items are purchased; ensure the appropriate
marking/branding/etching of program assets before dissemination

·       
Track,
monitor and update the asset and inventory registers based on asset and
inventory movement including reassignment, location and condition

·       
Ensure
the proper sign-out and return of inventory and assets and follow-up with staff
to ensure the items are returned timely or update the return dates

·       
Adhere
to CCP policies on the management of lost or stolen assets and inventory

·       
Maintain
a just-in-time style consumable inventory register to ensure adequate and
appropriate consumable inventory and utility levels

·       
Prepare
the annual USAID-required non-expendable property report

Qualifications, Skills and Experience:

·       
The applicant
must hold a Bachelor’s degree in Business Administration or related field

·       
At least
5 years’ experience in the NGO sector within Uganda in office administration

·       
At least
5 years’ experience managing USAID projects; experience managing USAID
contracts is an added advantage

·       
Strong
organizational and management skills

·       
Good
problem solving and independent thinking skills

·       
Strong
working relationships and interpersonal communication skills

·       
Ability
to read, analyze and interpret general procedures and government regulations

·       
Ability
to write reports, business correspondence and procedure manuals

·       
Ability
to effectively present information and respond to questions from groups of
managers, clients, customers and general public

·       
Intermediate
competency in Microsoft Word and Excel and beginner competency in PowerPoint

·       
Strong
computer aptitude

·       
Ability
to work well with others

·       
A
customer service oriented individual with ability to deal with staff and
service providers

·       
Ability
to work independently in a high profile, fast-paced and multi tasked
environment

·       
Must be
able to demonstrate highly effective communications skills, both written and
spoken in English to staff in the head office and field offices

How to Apply:

All applications
must be submitted using the web form at the link below

Click
Here

For more of the
latest jobs, please visit https://www.theugandanjobline.com or
find us on our facebook page https://www.facebook.com/UgandanJobline

Related Jobs