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Job Title:    Center Program Assistant (Fresher NGO Jobs)

Organisation: The AIDS Support Organization (TASO Uganda)

Duty Station:  Kampala, Uganda

Reports to: Center Program Manager

About US:

The AIDS Support Organization (TASO Uganda) was founded to contribute to a process of preventing HIV infection, restoring hope and improving the quality of life of persons, families and communities affected by HIV infection and disease. TASO is implementing various projects funded by the President’s Emergency Plan for AIDS Relief (PEPFAR) through the Center for Disease Control and Prevention (CDC), United States Agency for International Development (USAID) and the Global Fund in partnership with various Implementing Partners to support the Government of Uganda accelerate epidemic control and the attainment of the UNAIDS 95 95 95 goals.

Job Summary:  The Centre Program Assistant in liaison with the Center Program Manager will administer human resource aspects and support office and operations management of the Center of Excellence.

Key Duties and Responsibilities: 

• Participate in compiling annual work plans and budgets for the department in accordance with the financial guidelines
• Ensure timely settlement of utility bills and payments to suppliers
• Support in updating the center Inventory register
• Provide logistical support, process contingences, refunds and reimbursements
• Maintain an updated database on the existing and potential sources for procurement of the items and services required by TASO
• Assist in the tender openings, evaluations and ensure all procurements are competitively bided for as appropriate to ensure best prices and undertake negotiations with service providers
• Source for quotations and ensure that goods and services bided for, have cost effective prices and acceptable quality
• Work as a Secretary to the Procurement Committee, take minutes and file all relevant procurement documents as instructed
• Maintain an updated supplier’s list in line with their contracted services
• Type letters, reports and other documents of the service center
• Take lead in orientation and induction of all new staff and those on placement /attachments
• Prepare, receive, sort documents/mail, other deliveries and send them to the appropriate officers for action as required
• Manage center correspondences / notice board and maintain an updated directory of staff and stakeholders’ contacts
• Establish and maintain a proper filing system for the center
• Draft type and disseminate correspondences & other official documents as instructed by the Center Program Manager
• Maintain appointment schedules for the Centre Program Manager and a diary for meetings/ visitors of the Centre
• Take charge of staff general meetings, take minutes and disseminate minutes two weeks before the next meeting
• Prepare, organize and provide administrative support for workshops, trainings and meetings
• Coordinate Staff Development Committees at TASO units and work as a Secretary to the Committee
• Organize welfare services such as refreshments for the Centre and manager’s office
• Effectively participate and support the management of center events e.g. AGM, Kaleeba day, International Candle light day, Day of the African Child & World AIDS day
• Organize for exhibitions at public events that promote TASO’s mission image and document all center advocacy activities
• Follow up subscriptions to partners and those from partners to TASO and analyze TASO’s membership drive
• Oversee to the hospitality for potential visitors, take lead in receiving attending to visitors to the center and maintain a good front office appearance
• Compile Clients and partners’ public relations/ advocacy issues and present them to the to the team for action to deal with queries from the public and customers
• Develop, manage and disseminate public relations IEC materials
• Solicit articles for the TASO website and media; monitor the media and public opinion to ensure projection and protection of TASO’s image
• Support the Centre Program Manager in developing and implementing effective resource mobilization strategies
• Develop leave schedules for staff, manage and monitor staff leave
• Ensure that all staff have valid contracts and practicing licenses
• Maintain an updated HRIS and make it operational to produce reports for strategic decisions
• Maintain an updated advocacy database including partnerships, visitors and subscriber membership
• Maintain an up to date Public Relations Information System for the center
• Any other duty assigned by the Immediate supervisor

Key Outputs

• Administrative support to the center provided
• Logistical support provided and center procurements coordinated Secretarial services to the center provided
• Centre meetings effectively managed
• Advocacy networking activities for the center and manage events carried out
• Public relations activities for the center conducted
• Employee updated records and adequate staffing levels maintained
• Advocacy and Human Resources Information Systems maintained

Qualifications, Skills and Experience:

• The applicant must hold a Bachelor’s degree in Secretarial Studies, Human Resource Management, Social sciences, SWASA, Organizational Psychology or Arts or related fie Postgraduate Diploma in the above fields will be an added advantage.
• Additional Training: Advocacy, Networking and Resource Mobilization, Records Management, Procurement and Supply Chain/ Logistics Management and Administrative Procedures.
• Three years of experience in a busy HR or Administrative office. Exposure managing social media platforms is desirable.
• Good knowledge of Business English.
• Excellent Public relations/interpersonal and customer care skills
• Counselling skills, Excellent Communication skills and Excellent Computer skills
• Good Negotiation Skills, Organisation skills and Report writing skills
• Other Qualities/Attributes: Integrity, Confidentiality and Assertiveness

How to Apply:

All qualified candidates who meet all the above requirements are invited to submit their resume, copies of certified academic certificates, testimonials and three referees, two of who should be the present employer / immediate supervisor or last employer if unemployed, or any other if it is the first employment being applied for. None of the referees should be a relative, friend or business associate. All referees’ designations should be stated and contact details included i.e. physical address, telephone/ mobile numbers and email contacts.

All interested candidates MUST fully fill the TASO Online Job Application Form, Click Here, scan and save all the relevant documents as one document (labeled with candidate’s full names) and forward only online applications with the relevant credentials to:

While TASO appreciates all the interested applicants, only shortlisted candidates will be contacted for interviews. In case you do not hear from TASO Uganda One (01) month after the closing date, please consider yourself unsuccessful.

Deadline: 28^th October 2021 

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