The Ugandan Jobline

• Provide
  administrative support during trainings, workshops and meetings; Ensure
  proper room arrangements and facilitation of participants; paying perdiem
  and transport refunds to participants; arrange and coordinate venues;
  organize stationary /printing /training equipment/copying, sorting and
  packaging.
• Works
  closely with the technical staff to prepare invitations for
  meetings/workshops and follow up with participants as needed.
• Schedules
  and convenes executive and stakeholder meetings; takes meeting minutes,
  prepares and distributes the minutes in a timely manner. Identifies action
  items and ensures follow-up on action items through to their completion.
• Actively
  coordinates all domestic travel and hotel arrangements related to URC –
  ASSIST project activities.
• Ensures
  that all travel arrangements are in compliance with USAID regulations and
  URC procedures.
• Account
  for money advanced for any purchases and payments made during the meeting/workshops.

• Actively
  monitor and control vehicle allocations and movement.
• Ensure
  availability of fuel to allow for no disruption in programs
• Ensure
  vehicles are kept in good condition to ensure maximum safety of employees
  and products.
• Develop
  weekly field travel schedules for staff and allocating drivers
  accordingly.
• Manage
  the pool of vehicles including maintenance.
• Ensure
  all vehicles have valid insurance and drivers/technical persons to driver
  office vehicles have valid driving permits.
• Monitor
  vehicle log books.
• Generate
  clear & concise communication flows between drivers and staff concerning
  work expectations and route requirements.
• Keep
  track of all fuel card utilization and make monthly report.

• Works
  closely with the Finance Officer to purchase stock for all general office
  supplies, and ensures safe custody and proper use and maintenance of
  office supplies.
• Responsible
  for the organization stores; s/he will receive, issue and ensure all
  inventory in the stores is safe and adequately recorded on a daily basis.
• Manage
  the regular upkeep and maintenance of the store, ensuring the availability
  of adequate amount of office stationary, cleaning material and other goods
  in the stores.
• Works
  in consultation with the Project Finance team, coordinate payment of goods
  and services upon receipt of invoices in accordance with URC policies and
  ensure compliance with USAID financial and procurement policies and
  procedures.

• Keenly
  track project inventory in URC format including equipment, furniture and
  vehicles.
• Ensuring
  an efficient inventory tracking and management system and maintaining
  adequate stock levels at all times.
• Ensure
  that all assets are signed for by respective users.
• Maintain
  office inventory and tag each individual with inventory serial numbers,
  conduct a semi-annual physical inventory review and record any losses or
  damaged furnishings and or equipment.
• Maintain
  and update the Inventory register, including a physical count done at
  least twice a year and make reports on the inventory status and submits
  them to the supervisor.

• Establish
  and oversee all information and filing systems required to verify use of
  project resources and supplies, including purchase order files.
• Keenly
  monitor hotel services and book staff in different hotels as requested.
• Perform
  any other task assigned by the supervisor.

• The
  ideal candidate for the USAID ASSIST Project Program Officer should hold a
  Bachelor’s Degree in Business Administration, Procurement & Supply
  chain management, SWASA or related field.
• Post
  Graduate in Project Planning & management.
• A
  minimum of three or more years’ relevant work experience in a similar
  position in an NGO setting.
• Excellent
  Planning, organising, communication and interpersonal skills.
• Possess
  the ability to work in a multicultural environment, pay attention to
  detail and maintaining confidentiality is a must.
• Computer
  literacy skills i.e. Proficiency in MS office.
• Be
  a person with high integrity.
• Good
  knowledge and understanding of  USAID
  regulations and rules is desired.

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