Job Title: Administration Officer (Entry Level NGO Jobs)
Organisation: Baylor College of Medicine Children’s Foundation -Uganda (Baylor-Uganda)
Duty Station: Kampala, Uganda
Reports to: Project Manager
About US:
Baylor College of Medicine Children’s Foundation -Uganda (Baylor-Uganda) is an indigenous not-for-profit child health and development organisation affiliated to the Baylor College of Medicine International Paediatric AIDS Initiative (BIPAI), a Network of paediatric HIV/AIDS care and treatment Children’s Clinical Centres of Excellence and international program offices in 11 countries across Africa and Eastern Europe.
Job Summary: The Administration Officer will perform routine clerical and administrative duties, and assisting the project coordinator with all aspects of administrative management including; logistics, organising project’s files and documents, directory maintenance, scheduling appointments and meetings, equipment and storage and supporting other staff.
Key Duties and Responsibilities:
- Support the field implementation teams with processing activity requests, accountabilities and payments, and maintain a document tracker to facilitate a systematic, timely flow and review of documents by the relevant authorities.
- Organise and schedule appointments, project meetings, taking accurate minutes and confirmation of attendance for required participants.
- Make travel arrangements and prepare requests for travels related to project and travel reimbursements for project staff.
- Supervise clerical duties of the project including scanning, photocopying, biding and maintaining appropriate filing system for all project reports and assisting in the preparation of regularly scheduled reports.
- Place and expedite orders for project supplies to procurement and administration units, verify receipt of supplies, and support the field teams with all logistics required for implementing project activities.
- Maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies and updates the project coordinator for action.
- Ensure operation of equipment such as motorcycles by completing preventive maintenance requirements, calling for repairs, and maintaining equipment inventories.
- Maintain contact lists of all project stakeholders, and write and distribute e-mails, correspondences, memos, letters to partners when asked and on behalf of the project manager and other staff.
- Coordinate between departments and operations unit in resolving the day today administrative and operational problems.
- Perform any other duties as assigned by the supervisors
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Qualifications, Skills and Experience:
- The applicant must hold a Bachelor’s Degree (Honors) in a business-related course or any degree oriented towards Administration.
- The job holder must have at least three (3) years relevant working experience in general office administration and fleet management in a reputable organization.
How to Apply:
All suitably qualified and interested applicants should apply online at the link below.
Note:
- Applications should include a cover letter, CV, daytime telephone contact, three traceable professional references and certified UNEB certificates as well as certified University Transcripts
- You must have at least a credit 6 in MATHEMATICS and ENGLISH at Ordinary Level (UCE).
- Only shortlisted candidates will be contacted for interview. Please note only shortlisted candidates will be contacted.
Deadline: 18th January 2023
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