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Job Title:  Administrative Assistant (US NGO Jobs)

Organisation: International Rescue Committee (IRC)

Duty Station:  Kampala, Uganda

About US:

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people whose lives and livelihoods are shattered by conflict and disaster to survive, recover, and gain control of their lives. Founded in 1933 at the request of Albert Einstein, the IRC works with people forced to flee from war, conflict and disaster and the host communities which support them, as well as those who remain within their homes and communities. At work today in over 40 countries and 25 U.S. cities, we improve outcomes in the areas of health, safety, economic wellbeing, education, and power.

Job Summary:  IRC is seeking an Administrative Assistant – PlayMatters for a five-year project, “PlayMatters”, funded by the LEGO Foundation. The Play Matters – Sparking Lifelong Learning through Play aims to improve holistic learning and wellbeing outcomes for 800,000 school going children (aged 3-12+) in in refugee settlements and host communities in East Africa (Uganda, Ethiopia, and Tanzania). This project aims to build children’s social, emotional, cognitive, physical, and creative skills by influencing and changing behaviors of adults (parents, caregivers, teachers, community members and policy makers) surrounding children to incorporate Learning through Play methodologies into regular interactions with children at school, home and in the community. The project is implemented in a consortium partnership with War Child Holland, Plan International, Behavioral Insights Team and Innovations for Poverty Action.

The Administrative Assistant -PlayMatters shall work under the direction of the Senior Manager Operations to provide day to day administrative assistance to the project team. S/he will help with a variety of administrative, coordination, logistical and information management functions of the project.

Key Duties and Responsibilities:

Human Resource Support:

• Assist generally in the human resource activities for the project staff and consultants (job adverts, interviews, contracts, and staff related updates
• Maintain employee’s database for employee leave, employee performance evaluation and staff training tracking sheets.
• Assist in preparing onboarding schedules, documents, and work tools for new staff follow up and report any issues staff are facing
• Assists in the orientation of new staff, interns, visitors, and consultants by providing them with the necessary documents and materials for orientation.

Administration Support:

• Coordinate with front office management to attend to project visitors, incoming communications (telephone calls, letters, email etc.) and ensuring they reliably passed on to the appropriate person(s).
• Contribute and support project related utility management and reporting including but not limited to subscriptions (email, internet), office supplies, photocopier, and other machinery services.
• Support compilation, submission and tracking of requisitions for monthly data, staff supplies, payment requests and other logistical requirements.
• Provide secretarial assistance while also ensuring appropriate use of project administration templates /forms are replenished and updated.
• Contribute to maintenance and regular updates of the asset listings.
• Assist in preparing the project procurement plans, requisitions and updates on receipt of goods and services.
• Works with other project staff to coordinate work activities, meet deadlines, and provide support where needed.

Project Events Management:

• Support administrative arrangements for the project events, meetings, workshops
• Assist in organizing staff training sessions, workshops and activities that take place in different field locations
• Coordinate regular project team meetings (virtual and face to face) including preparation and distribution of minutes of meetings, summary notes and other documentation
• Coordinate staff meetings and ensure efficient distribution of minutes, workshops, seminars, and conferences for the project team.
• Support staff to follow up logistical arrangements, bookings for conferences, venue, accommodation, and other logistical supplies for events.
• support to coordinate for staff accommodation.
• Coordinate and arrange staff wellness events and interactions.
• Provide timely and proper set-up and logistical preparation of conference rooms or venues for various.

Travels (in-Country)

• Provide timely and reliable support for travel arrangements, meeting arrangements and travel and accommodation booking for staff from other projects and other official visitors
• Coordinate with flights focal person to ensure that all the flight requests-local & international are actioned in an efficient manner.
• Support scheduling and preparation of weekly travel calendars and staff movement updates to/from the field and other events
• Maintains and regularly updates travel plans, assist project team to prepare travel requisitions and claims.

Administrative information:

• Compile, organize, regularly update, and maintain an active and accessible project team information database using BOX and/or other designated platforms.
• Support in arranging project team appointments and maintaining mailing lists, directory, activity calendar and facilitate follow up on deadlines.
• Create and maintain an efficient e-filing system for the project team with up-to-date files and references (electronic and hardcopy) of correspondence/documents and copies of the project records for the various project workstreams.
• Provide secretarial support for formatting and editing various program documents, such as work plans, budgets, briefing materials, presentations, and reports.
• Support dissemination of project specific communication materials such as policies, templates, plans, budgets, and reports.

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Qualifications, Skills and Experience:

• The applicant must hold a University degree in Business Administration, Secretarial Studies, or related area of study
• A minimum of three years of relevant work experiences, with administrative tasks
• Proficient with computer technology and Microsoft Office applications including Microsoft Word, Excel, Power-point, Outlook.
• Strong oral and written communication skills
• Strong organizational, interpersonal skills
• Work experience in administrative support of a development program/project is an advantage.
• Demonstrated ability to work in teams, solve problems, prioritize workloads, meet deadlines, and work well under pressure is highly desired.
• Fluency in English is required
• Excellent computer skills including MS Word, Excel, PowerPoint, and Outlook
• Must be able to work independently while being a strong team player.

How to Apply:

All suitably qualified and interested applicants should apply online at the link below.

Click Here

Deadline: 3^rd January 2023

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