Job Title: Administrative and Front Office Assistant
Organisation: Chemonics International
Duty Station: Kampala, Uganda
About Organisation:
Chemonics International, Inc. is a private international development firm based in Washington, D.C. It was established in 1975 by Thurston F. Teele as a subsidiary of Erly Industries.
Background
The purpose of the Global Health Supply Chain – Procurement and Supply Management (GHSC-PSM) Program is to ensure uninterrupted supplies of health commodities in support of United States Government (USG)funded public health initiatives around the world. The project provides direct procurement and supply chain management support to the President’s Emergency Plan for AIDS Relief (PEPFAR) and President’s Malaria Initiative (PMI). In supporting USG-funded global health activities, GHSC-PSM will develop and manage a wide array of services for health commodity procurement and related systems strengthening technical assistance encompassing different elements of a comprehensive supply chain.
Job Summary: The Administrative and Front Office Assistant serves as the first point of contact for visitors and callers, while also providing comprehensive administrative and logistical support to the office team. S/He ensures smooth front-office operations and efficient internal coordination, contributing to the effective implementation of project activities and a positive working environment.
Key Duties and Responsibilities:
- Manage the front desk, including receiving visitors, answering calls, and directing inquiries appropriately
- Provide logistical support for meetings, trainings, and events, including booking venues and arranging refreshments
- Manage travel and accommodation arrangements for staff and visitors
- Assist with scheduling and calendar management for senior staff, as needed
- Maintain an organized filing system (physical and electronic) for office documents and correspondence
- Ensure the smooth and efficient operation of the office, including reviewing maintenance requirements, arranging for necessary repairs, maintaining equipment inventories, and evaluating new equipment
- Coordinate the procurement, inventory, and stock management of office supplies and stationery. Maintain accurate stock records, conduct regular spot checks, verify deliveries, and ensure timely requisitioning in accordance with office procedures
- Oversee cleanliness and readiness of reception, meeting, and storage areas
- Assist in preparing routine administrative reports and updates as requested
- Assist in coordinating staff transport arrangements
- Support other administrative and clerical duties as assigned
Qualifications, Skills and Experience:
- Bachelor’s degree in business administration, or a related field
- At least 3 years of relevant experience in an administrative or receptionist role, preferably with an international organization
- Prior experience with USAID-funded projects or GHSC-PSM preferred
- Proficiency in Microsoft Office applications (Word, Excel, Outlook, PowerPoint)
- Strong verbal and written communication skills in English
- Excellent organizational skills and attention to detail
- Ability to multitask and work under pressure in a fast-paced environment
- Professional demeanor and ability to interact with visitors and staff in a courteous manner
How to Apply:
All candidates should apply online at the link below. Please include a cover letter highlighting your experience, and an updated CV showing your qualifications and relevant experience.
Deadline: 23rd June 2025
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