The Ugandan Jobline

Job Title:    Administrative
Officer

Organisation: FHI
360

Duty Station:
Kampala, Uganda

About US:

FHI 360 is a leading
global development organization dedicated to improving lives around the world.
Our professional staff includes experts in education, health, nutrition,
economic development, civil society and environment as well as cross-cutting
experts in gender issues, research, applied science, behavior change and
Technology giving us the unique mix of capabilities to address today’s diverse
and interrelated development challenges. FHI 360 operates from 60 offices with
4,400 staff in the U.S. and around the world.

Job Summary:  The Administrative Officer will provide
support in a variety of administrative and office support duties. Positions
require knowledge of organizational and departmental policies and procedures in
order to communicate information involving programs, functions, and services.
Duties performed may include preparation of documents and reports, the use of
office technology, compiling records, organizing and maintaining files, posting
information , greeting/referring/assisting others, mail distribution, and
photocopying.  The range of duties
includes, but is not limited to, collecting and verifying data, summarizing and
reconciling information or financial data, records management, review and
processing, research and inventory. Positions may serve as the primary staff
assistant to a department or manager. At the advanced level, may serve as a
lead worker or may provide supervision to other employees.

Key Duties and Responsibilities:  

Answers phones

·       
Takes
messages or fields/answers routine and non- routine questions.

·       
Provides
information to callers.

·       
Works in
cooperation with other Administrative Associates to cover phones.

·       
Provides
administrative support to staff for copying, faxing and large- scale mailings..

·       
Responds
to staff requests for administrative support as needed.

·       
Sets up
and maintain files, prepares reports, presentations and graphics, provides
employees with office supplies, performs data entry, proofreads, and compiles
special reports.

·       
Receives
and distributes incoming mailing and coordinates outgoing mail, including
courier services, postage meter account, and interoffice mail distribution.

·       
Schedules
meetings and meeting arrangements.

·       
Provides
meeting support as needed (e.g., scheduling conference rooms, coordinating
food, logistics).

·       
Communicates
with both internal and external personnel as required.

·       
Prepares
and maintains documentation, plans, reports, schedules, databases,
spreadsheets, logs, etc. to support functions.

·       
Assignments
vary based on department and/or functional area.

·       
May
handle special projects and execute research and data analysis tasks,

·       
Organizes
and prioritizes large volumes of information and calls.

·       
Performs
desktop publishing. Creates and develops visual presentations.

·       
Establishes,
develops, maintains and updates filing system.

·       
Retrieves
information from files when needed.

·       
Establishes,
develops, maintains and updates library of trade journals and magazines.

·       
Schedules
and organizes complex activities such as meetings, travel, conferences and
department activities for members of the department.

·       
Arranges
complex and detailed travel plans and itineraries.

·       
Compiles
documents for travel- related meetings.

·       
Processes
travel expense forms.

·       
Compiles
data and prepares reports.

·       
Drafts
written responses or replies by phone or e-mail when necessary for staff
members, as requested.

·       
Responds
to regularly occurring requests for information.

·       
Works
independently or as a member of a team on special and ongoing projects.

·       
Acts as
a liaison with other departments and outside agencies, including high-level
staff such as CEOs, Presidents, and Senior Vice Presidents.

·       
Handles
confidential and non-routine information and explains departmental policies
when necessary.

·       
Demonstrates
understanding of the area of specialization, of program procedures, methods,
and practices to include knowledge of program and staff responsibilities.

·       
Uses
established filing and data systems, functions, and/or procedures that require
knowledge of the program.

·       
Reviews
data and information for completeness and accuracy using standard guidelines;
performs tasks with attention to detail.

·       
Understands
software used to perform day-to-day functions.

·       
Uses
office software programs, information systems, and office equipment to access,
input, and verify standard information.

·       
Communicates
information clearly to staff, clients, and/or public about services, processes,
and procedures using prescribed or established guidelines.

·       
Utilizes
program specific terminology.

·       
Gathers
readily available information from office records to drafts e-mails, memos and
other documents.

·       
Proofreads
documents for grammar, spelling, punctuation, and basic formatting.

·       
Provides
answers to requests for general information.

·       
Records
and documents information accurately.

Problem Solving
& Impact:

·       
Recognizes,
defines and resolves non-standard problems using operating procedures,
practices and established precedents.

·       
Resolves
recurring issues and problems as well as some unique situations.

·       
Anticipates
problems and develops recommendations for management resolution.

·       
Errors
may be detected and corrected but may cause moderate loss of time or
customer/user dissatisfaction.

Qualifications, Skills and Experience:

·       
The applicant
for the FHI 360 Administrative Officer job should hold an Associate’s Degree or
International Equivalent in Business Administration or Related Field.

·       
Three to
five years of related experience.

·       
Ability
to gather, recommend and summarize data for reports, finds solutions to various
administrative problems, and prioritizes work.

·       
Work
requires attention to detail in composing, typing and proofing materials,
establishing priorities and meeting deadlines

How to Apply:

All interested job
applicants should apply online at the link below.

Click
Here

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