Entry Level Admin Jobs – General Support Officer – CARE International

Job Title:    General Support Officer
Organization:
CARE International
Duty Station:
Kampala, Uganda
Reports to: Human
Resources Manager
About US:
CARE is a global
leader within a worldwide movement dedicated to ending poverty. We are known everywhere
for our unshakeable commitment to the dignity of people. CARE works around the
globe to save lives, defeat poverty and achieve social justice. We seek a world
of hope, tolerance and social justice, where poverty has been overcome and all
people live with dignity and security. We put women and girls in the centre
because we know that we cannot overcome poverty until all people have equal rights
and opportunities. CARE has been working in Uganda for 50 years and in
2019/2020, we improved the lives of 2.6 million people (60% women). Our goal
for the next five years is to reach ten million people, through our gender
transformative, resilience building, and lifesaving programs.
As part of the
on-going reorganisation at CARE Uganda, the organisation has undertaken a review
of its program-support function and is seeking to recruit highly competent
professionals with a passion to support the most vulnerable women and girls. If
you are Ugandan, and you believe in gender empowerment, as well as integrity,
innovation and excellence at work, please consider joining a winning team in
any of the jobs below.
Job Summary:  The primary responsibility of General Support
Officer is to efficiently and effectively support the CARE Uganda Country
office administration function through cordial, timely, effective internal and
external communication (including front office management) and work as an Executive
Assistant (MA) to Senior Management.
The holder will also
be expected to use initiative in problem solving and help out inhuman resources
and project activities when requested to do so.
Key Duties and Responsibilities: 
General Administrative Support
·       Administrative
support to the CD and SMT
·       Work very
closely with the CD to ease the administrat
ive workload
·       Gather, analyse
and report relevant data and provide input for CD & SMT action
·       Receive and
answer phone calls and emails, and draft correspondences,
·       Create
requisitions and setup vendors in PeopleSoft as and when required.
·       Photocopying, scanning and binding documents when
required.
·       Initiate and
follow-up on repairs needed with external service providers to ensure work is
done
and there is value for
money
·       Prepare
PeopleSoft goods received notes for goods and services ensuring that th
ey are
·       delivered according to specifications
(correct recipient, location, time, appropriate packaging etc.
·       Reconciling
purchase orders with goods received; quickly addressing any problems or
concerns
and referring them to
appropriate staff.
·       Ensure transit
stores are well managed and items handed to users in a timely manner.
·       Monitor kitchen
consumables and Stationery levels on a monthly basis, and request
replenishments based on recorded usage.
Meetings and Events Management
·       Organize and
co-ordinate meetings (e.g. workshops, events) for CO team, take care of
housekeeping affairs, take and distribute
minutes on time.
·       Organise and
manage appointments of the CD and liaise with Operations/Programs to
facilitate planning and implementation of
activities.
·       Assist in the
coordination and compilation of monthly and quarterly staff and team planning
and provide the link between the various CO
departments as needed.
·       Maintenance of
the Country Director’s diary and engagements.
Communications and Office Management
·       Ensure timely
communication of key internal and external communication in liaison with SMT
and Communications Officer.
·       Ensure usage of
up to date communication templates in liaison with Communications Officer.
·       Receive and
dispa
tch incoming calls/e-mails
and make outgoing calls/mails and give answers to basic questions, based on the
communication guidelines, CARE house style and agreements in place.
·       Support content
development for external communications.
Logistics Support
·       Make travel
arrangement for CO Team members
·       Front office
management, attending to visitors and overseeing CO opening/closure
·       Support the CO
vehicle fleet allocation
·       Provide basic
ICT support
·       Arrange the CO
procurements and receive d
elivered
good, based on the authorization, guidelines and with the approval of the
Operations Coordinator
·       Supervise
general CARE Uganda Headquarter Office set up in areas of cleanliness, safe
access
by staff and visitors;
organize provisions for meetings held at Headquarter Office and general kitchen
operations.
·       On request
create,requisitions in people soft as and when required and prepare goods
receipt
notes and enter vendors
as per PeopleSoft procurement requirements.
·       Develop and
regularly maintain
an updated
Country office contact list to include telephone numbers, email and places of
residence. Maintain updated mobile internet and CUG schedules ensuring timely
renewal and payment of bills.
·       Regularly update
the Communications tree as well as the c
ontact list on the online Bulk sms platform
·       Supervise
replenishment and usage of Admin& HR Unit stationery, routine kitchen
operation
and other materials
for the Country Office
HR Administration
·       Maintain an
attendance register for the head office,
·       Support the
various recruitment processes like downloading CV & long listing,
administering
written
interviews, inviting candidates and sending out regret emails
·       Ensure staff
have entered monthly C
O PAR
bookings with in the specified time
·       Manage the rest/
safe area for lactating, pregnant mothers and any staff that might need to
utilise rest in case there is no lactating
mother
·       Support the HR
officer in orientation processes of new staff and dep
loyment
·       Work with the HR
Officer to organise events and staff end year meeting and seminars
Promote Gender Equity and Diversity and Safeguarding
practices
·       Practice a
behaviour that is consistent with CARE’s core valu
es, and promotion of gender equity and
diversity goals;
·       Plays a
champion/change agent role in identifying and implementing initiatives that
enhance
CARE’s commitment to
gender and diversity.
·       Be a champion
/change agent and ensure CARE Safeguardi
ng policies and procedures are adhered to by our partners and the staff
that S/he works with both directly or indirectly
·       Where possible
make appropriate recommendations to CO management on enhancing
prevention strategies. This could include
collecting and analysing information on actual/potential risk factors for
vulnerability to sexual harassment, exploitation and abuse and elaborating
measures to address them
Perform Other Duties as Assigned (including) Perform other
duties as a
ssigned by
supervisor.



Qualifications, Skills and Experience:
·       The ideal
candidate must hold a university degree in Business Administration,
Communications, Public Relations, Human
resource, or in any other relevant field from a recognized university;
·       Ideal candidate should be able to resolve
problematic situations efficiently and have excellent communication (written
and verbal) and organizational skills with strong knowledge of computer technology
and general office equipment. He /She should have a very high degree of
confidentiality, an essential requirement for the Executive Assistant role.
·       At least three years
of experience in a similarly related position
·       Experience
working in international NGO is desired;
·       Experience and
exposure working in a fast moving and dynamic environment
will be an added advantage
·       A qualification
in secretarial studies will be an added advantage
·       Experience
working with both Programs and program support teams
·       Knowledge of
Logistics and Administration management
·       Proven ability to achieve and maintain a compliant
organizational culture by partnering to provide practical standards of
compliance that can be implemented and adhered to;
·       An approach to
mirror our core values: commitment, accountability, respect, effectiveness a
nd diversity;
·       Ability to work
and communicate with a range of stakeholders
·       Operational
experience including planning, development and implementation of operational
activities;
·       Proficient in
Computer with knowledge in Microsoft Office Suite, Internet
usage;
·       Excellent
written and oral communication skills, with a fluent writing style and good
knowledge and Practical use of English; high
quality document and report preparation; excellent presentation skills.
·       Firm belief in
teamwork, gender equality, sensitivity to HIV/AIDS, conceptual understanding
of participatory approach and sustainable
development.
·       Demonstrated
ability to plan and perform in a complex environment
·       Ability to
produce high quality work
and
balance competing priorities within demanding timeframes
·       Excellent
planning, organizational, analytical and decision making skills;
·       A high learning
Agility and culturally sensitive
·       Great people
skills and high level of interpersonal skills with a
n open attitude to work
·       Strong business,
including strong problem solving skills, critical thinking, and self-initiative
·       High level of
integrity at work and strong people management skills
·       Organised person
with a client-orientation, dynamic public r
elations and discretion
·       Ability to work
independently with minimal supervision from the supervisor
How to Apply:
All Candidates who
are interested should submit an updated CV and Application letter giving a day
time telephone contact and names, telephone contacts and email addresses of 3
(three) work related referees only through our recruitment email:(ugarecruitment@care.org)clearly
indicating the job title in the email subject.
Care Is An Equal
Opportunities, Gender Sensitive, Corruption, Sexual Exploitation And Abuse
Intolerant Employer. Please Note that CARE International in Uganda does not ask
any applicant payment for any recruitment process
Deadline: 17th July 2020
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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