The Ugandan Jobline

Job Title:    Administrative Assistant

Organisation: Tetra
Tech International Services

Duty Station: 
Uganda

Reports to: Regional
Manager

About US:

Tetra Tech
International Services is implementing the USAID-funded Uganda Sanitation for Health Activity.
The project works to increase household access to sanitation and water services
and improved health through hygiene behavior change campaigns in homes, schools
and health facilities in up to 25 districts in Uganda.

Job Summary:  The Administrative Assistant is responsible
for managing Regional Office administrative systems. The Administrative
Assistant will be responsible for ensuring clear and effective communication,
managing travel schedules, meetings, and overall coordination of regional
office activities. This position is responsible for all Finance, procurement
and Administrative functions at the regional office.

Key Duties and Responsibilities: 

Administration
& HR

·        
Responsible
for the day-to-day management of the regional office i.e. maintain a register
of visitors, notifying concerned staff, taking messages, updating noticeboards
among others.

·        
Represent
S4H at events as approved by the RM or office manager.

·        
Ensure
security policies and protocols are adhered to by all staff and all parties
that access the RO.

·        
Maintain
the directory of partners, government offices, businesses, and update it
regularly as required.

·        
Maintain
the inventory of office supplies and coordinate additional procurement of items
as needed;

·        
Assist
with the annual physical inventory of project property at the regional office;

·        
Report
all stolen or lost property

·        
Maintain
HR records as directed by the Office manager i.e. Leave cards, evaluation
schedules

·        
Manage
travel reservations and arrangements for the region;

·        
Supervise
driver and office assistant/ cleaner.

·        
Maintain
a filing system as per the Tetratech ARD filing policy.

·        
Organize
relevant meetings, appointments, conferences, workshops for staff;

·        
Arrange
regular program staff meetings under the guidance of the       RM, take minutes as required and distribute to concerned
parties;

·        
Any
other related tasks assigned by respective supervisor/s from time to time.

Finance and
Procurement

·        
Capture
all accounting data from original vouchers and post into accounting
spreadsheets under the guidance of the Accountant.

·        
Under
the supervision of the RM, develop and submit funds requests for approval and
replenishment.

·        
Manage
relationships with local vendors

·        
Maintain
a local vendor list with updated addresses and contacts

·        
Keep a
log of all agreements and notify the procurement team of expiry dates and any
other changes

·        
Main
effective procurement documentation and records in compliance with ARD and USAID
policies and procedure for all program operation costs

Qualifications, Skills and Experience: 

·        
The
applicant must be a high school graduate. College education in preferable.

·        
At least
three years of experience in an equivalent position with International
organizations. Work experienced in USAID funded project is a plus. 

·        
Working
knowledge of English, both written and spoken.

·        
Able to
communicate fluently effectively both verbally and in writing.

·        
Excellent
interpersonal skills, including patience, diplomacy, willingness to listen and
respect for colleagues.

·        
Must be
capable of working both individually and as part of a team.

·        
Must
also be able to create a supportive working relationship among all project
teams.

·        
Tactfulness,
Enthusiasm to the job. Good Human Relation skills, integrity and ability to
work under pressure.

·        
Languages: Excellent Language proficiency in spoken and
written English.

 How to Apply:

Applications should
be submitted to Jobs@Uganda-sanitation.org with a subject Admin Assistant.
Qualified candidates should provide their current curriculum vitae (CV), cover
letter, and 3 professional references. Short-listed candidates who meet the job
profile credentials will be contacted for an interview. Selected candidates
will be hired as soon as they are available. Compensation will be commensurate
with relevant experience and established salary history.

Deadline: 13^th May 2019

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