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Job Title:    Administrative Assistant
(Fresher Jobs)

Organisation: Mott
MacDonald

Duty Station:
Uganda

 

About US:

 Mott MacDonald
is a leading, employee-owned global management, engineering and development
consultancy with £1 billion revenue and more than 14,000 staff working in 140
countries for both the public and private sectors. Our International Development
Services Unit, IDS, operates portfolios within the international development
sectors of Environment, Climate, Water, Roads, Rural & Urban Development,
Education, Health, Social and Economic Development in over 40 countries.
Together we implement and manage projects in developing countries and emerging
economies around the world, supporting national governments and municipalities
in policy, planning, project design and delivery. We are committed to support
the United Nations Sustainable Development Goals and to provide our expertise
to improve the lives of people in need.

 

About SESIL Programme:

SESIL (Strengthening
Education Systems for Improved Learning), is a four-year education programme
designed to improve the quality and equity of measurable learning outcomes at
lower primary level in Uganda. SESIL will do this by strengthening the systems
needed to manage and raise the performance of five key drivers of learning
outcomes: pupil attendance, teacher attendance, absence of violence against
children, teacher time on task and head teacher learning leadership.

 

Job Summary:  The role of Administrative Assistant will sit
within the “Programme Management & Administration Team’ which is
responsible for ensuring that all financial, operational and administrative aspects
of SESIL run effectively. This Team will be based in the Mott MacDonald Uganda
Office in Kampala, and within Regional offices as required.

 

Key Duties and Responsibilities:  

Procurement

·       
Provide
support to the procurement activities;

·       
Liaise
with finance team on payments to vendors/suppliers;

·       
Monitor
and keep accurate records of the Project Asset & Inventory Registers;

·       
Support
the delivery arrangements of all goods including printed materials;

·       
Establish
a good working relationship with suppliers, including the establishment of
maintenance agreements for items such as generators, ICT equipment etc.

Events and
Logistics

·       
Supporting
the Technical Team in the organisation of events, meetings and workshops;

·       
Administer
finances at events, in accordance with Mott MacDonald Finance procedures, when
required;

·       
Liaising
with hotels and accommodation providers;

·       
Support
in the effective mobilisation of international staff and sub-consultants coming
from overseas, including:

·       
Communications
with UK team members for support with visa applications, flight bookings, and
security briefings;

·       
Management
and timely communication of local arrangements such as airport transfers and
hotel bookings;

·       
Supporting
the development and regular update of welcome packs and induction information;

·       
Also
support in the development of similar arrangements for managing mobilisation
from overseas directly to the field.

Administration

·       
Supporting
sub-consultants with their administration and other arrangements;

·       
Managing
the mobile communications (project phones, phone credit, internet, etc);

·       
Liaise
with the Mott MacDonald Uganda team to manage meeting room bookings, and ensure
the room is set up as per need;

·       
Maintain
operations records in accordance with Mott MacDonald processes and procedures;

·       
Supporting
in the ethics, transparency and accountability principles of the Programme and
of Mott MacDonald;

·       
Be
proactive and responsive to performing any other duties and responsibilities as
assigned by the Operations Manager or Senior Management Team.

 

Qualifications, Skills and Experience:

·       
The
ideal candidate must have proven experience in an administrative or operations
role/ Qualification;

·       
Experience
handling logistical challenges in Uganda and in negotiating to ensure efficient
use of resources;

·       
Experience
of organising events – managing bookings, invitations, advertising, printing,
and on-the-day requirements;

·       
Excellent
written and spoken communication skills in English;

·       
Willingness
to be pro-active, responsive and flexible to the changing requirements of the
project;

·       
Excellent
IT skills and confidence in Outlook, MS Word, Excel and PowerPoint;

·       
Ability
to coordinate various activities at the same time;

·       
Ability
to work quickly and effectively under pressure;

·       
A team
player with experience of working within team hierarchies and towards the
common vision of a programme;

·       
Ability
to liaise with UK-based staff in English by email and telephone.

·       
Other
desirable competencies and experience

·       
Experience
of working on donor-funded programmes in multi-national teams;

·       
Ability
to draft letters in English;

·       
Ability
to draft processes and procedures in English.

 

How to Apply:

All suitably
qualified and interested candidates are invited to apply direct via the careers
website of Mott MacDonald at the web lick below. Please create an account and
submit a curriculum vitae and application letter.

 

Click
Here

 

Deadline: 26^th December 2020

 

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