The Ugandan Jobline

• Tasked with drafting Letters of Agreement
  (LOAs) / Memorandums of Understanding (MOUs) administered from
  Bioversity’s Uganda Office (BUO) country offices in accordance with
  organizational templates; circulating through clearance process; ensuring
  approved LOAs/MOUs are despatched to the partner; ensuring that requests
  for payments are sent to treasury for payments and recording;
• Assisting Grant Managers with follow up on
  technical and financial reports, ensuring timely submissions; sending
  accepted reports to HQ LOAs coordinators for electronic filing;
• Tasked with maintaining a database of
  office LOAs and MOUs;
• Updating a database for Bioversity
  stakeholders.

• Supporting the organization of all
  logistical arrangements for meetings, seminars and conferences
  including hotel bookings, and facilitating report preparation;
• Organizing and following up on staff travel
  itineraries/ticket issuance and travel advice for staff and partners in a
  timely manner;
• Responsible for organizing and following
  up on hotel reservations for office guests and their airport pick up and
  drops;
• Organizing related catering requirements.

• Monitoring the good working order of
  health and safety equipment in the office including first aid boxes and
  fire extinguishers;
• Tasked with monitoring building systems to
  ensure they are functioning in good working order;
• Monitoring and tracking office space
  allocation;
• Monitoring facilities maintenance status,
  including buildings, premises and office equipment and escalate issues to
  the Country Office Manager for action; organizing facilities or premise
  repairs;
• Working closely with security firm and
  officers and monitoring the provision of services;
• Liaising with local authorities around
  matters related to health and safety, building and office functions.

• Drafting routine correspondence and
• Assisting in the preparation of periodic
  reports on functional areas related to the above;
• Providing back up support for other
  administrative assistants as requested;
• Perform other duties as required.

• The ideal candidate for the Administrative
  Assistant job placement should hold a Bachelor’s degree qualification.
• The applicant should have attained
  training in office management or related courses
• At least three years of relevant
  experience.
• Proficiency in relevant software packages
  (Microsoft Word, Excel, and PowerPoint).
• Knowledge of standard office procedures.
• Good interpersonal, communications and
  teamwork skills; courtesy, tact and the ability to establish and maintain
  effective working relationships with people of cultural and national
  backgrounds.
• Good personal organization, priority
  setting and problem solving skills.
• Excellent command of the English language,
  both written and spoken.
• Strong client orientation and service
  approach.
• Good judgment and initiative; ability to
  work independently within assigned areas.
• Previous exposure and experience in an
  international working environment.
• Working knowledge of other languages.

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