The Ugandan Jobline

 

Job Title:    Administrative and Logistics
Assistant

Organization:  Seed
Global Health

Duty Station: Kampala, Uganda

 

About US:

Seed Global Health
is a non-profit organization which strives to strengthen health education and
delivery in places facing a dire shortage of skilled health professionals. We
do this by teaching and training physicians, nurses, and midwives to help save
lives and improve health. By working with partner countries to meet their
long-term health care human resource needs, we can achieve a future in which
every country has a robust health workforce that is able to meet the health
needs of its population.

 

Job Summary:  The Administrative/Logistics assistant
contributes his/her energy, passion, and skills primarily to supporting Seed’s
Uganda country program, in a fast-paced office during a time of rapid growth.
The position is a full-time position based in Kampala, Uganda.

 

The
Administrative/Logistics Assistant supports various administration and
logistics functions. Under the general guidance of Country Director,
Program/MEL Manager, Deputy Country Director and the direct supervision of
F&A Manager, the Administrative/Logistics Assistant provides admin and
logistics services, ensuring high quality, accuracy and consistency of work.
This full-time position reports to the Finance/Administration Manager and works
closely with all Uganda team members.

 

Key Duties and Responsibilities: 

Administrative
support

·       
Serve as
country office receiving Officer and Acceptance Point Clerk for supplies and
materials.

·       
Assist
the F&A Manager in maintaining admin records and shared files related to
procurement or other records.

·       
Maintain
inventory of office supplies and materials. Securing and tracking all office
supplies accurately to monitor usage as per set office procedures.

·       
Assist
the F&A Manager to canvass and survey potential, appropriate supply
services in order to obtain requirements in the most economical and expeditious
manner consistent with regulations.

·       
Support
the Finance and Administration Manager as a point of contact and liaison
between vendors and Finance/Administration.

·       
Assist
in generating payment requests for activities relating to both operations and
programs including filing and documentation under the direct supervision of the
Finance and Administration Manager.

·       
Assist
in maintaining the Asset register and inventory log up-to-date including
custody of office supplies, inventory and assets as per set procedures.

·       
Assist
in maintaining and updating the contracts log with details of
vendors/suppliers/contractors periodically.

·       
Regularly
check the Seed generic emails for procurement and administrative
correspondences and cover the front desk phone service from time to time. Also
check the Seed postal office box periodically for any physical mails/parcels.

·       
Assist
the Finance and Administration Manager to ensure the periodic
maintenance/replacement schedules for equipment or items.

·       
Support
the F&A Manager and Country Director as needed with emergency action plan
exercises requiring logistical planning and organization.

·       
Handle
petty cash payments and replenishment including reconciliation and
documentation of petty cash transactions.

·       
Support
the Finance and Administration Manager in implementing set administrative
policies and procedures.

·       
Perform
other duties and tasks as assigned or required to support the mission of Seed
in Uganda.

Logistics support

·       
Support
in delivery and collection of mail, documents, supplies and other items from
time to time including picking up office purchases or other administrative
needs.

·       
Provide
all necessary logistical support to the country office during emergency and
routine events such as meetings, workshops, conferences and symposiums.

·       
Interacting
with clients, partners and stakeholders with utmost professionalism and
courtesy.

·       
Maintaining
an organized travel schedule for both program and operations activities for
better planning and coordination.

·       
Ensuring
that the vehicle has sufficient fuel and is always ready for use including
arranging for vehicle service and repairs when necessary.

·       
Coordinating
out-sourced transport services as and when required especially during peak
periods.

·       
Support
the Finance and Administration Manager in facilitating immigration and customs
processes/formalities as required.

·       
Support
the Finance and Administration Manager in implementing set operations policies
and procedures with regards to logistics.

·       
Perform
other related duties as required.

Executive support

·       
Under
the direct supervision of the F&A Manager, provide general administrative
support including coordinating travel, scheduling meetings, and creating and
distributing written materials.

 

Qualifications, Skills and Experience:

·       
The
applicant must hold a Bachelor’s degree from a recognized University in the
areas of business administration, procurement and logistics, office and
information management or related. Prior administrative/logistics support
experience would be a plus.

·       
A
minimum of two years of work experience working preferably with an NGO

·       
Passion
and commitment to Seed’s mission

·       
Strong
sense of accountability, personal initiative, and responsibility

·       
Excellent
interpersonal skills, including flexibility, adaptability & initiative

·       
Demonstrated
cross-cultural sensitivity and ability to build respectful relationships with
colleagues from different cultural, linguistic, and educational backgrounds;

·       
Ability
to work collaboratively in a fast-paced and young organization work environment

·       
English
proficiency – both verbal and written.

·       
Ability
to work independently with minimal guidance and proactively solicit required
guidance to attain agreed deliverables

·       
Familiarity
with Microsoft Office suite, including strong proficiency in Excel and Word.

·       
Clean
bill of health/nature of this work may exclude some people with physical
disability.

·       
Possession
of a valid driving license class B with at least three years clean driving
experience in town settings.

 

How to Apply:

All suitably
qualified and interested applicants should email a cover letter and current resume
not exceeding 4 pages indicating 3 referees and their contacts addressed to:
Human Resources, Seed Global Health via Email to:
info-uganda@seedglobalhealth.org

 

Please put
‘Administrative and Logistics assistant – Uganda’ in the subject line.

 

NB: Only shortlisted
candidates will be contacted for interviews. Seed is an equal opportunity
employ

 

Deadline: 5th November 2020

 

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