Back ground
World Vision Uganda is a Christian relief, development and advocacy non-government organization dedicated to working with children, families and communities to overcome poverty and injustice. We currently work in over 82 districts in Uganda implementing projects in health & nutrition, water, sanitation & hygiene (WASH), livelihoods & community resilience, education and child protection. World Vision (WV) is committed to the protection of children and adult beneficiaries from exploitation and abuse and will not employ people whose background is not suitable for working with the beneficiaries above. All employment is conditioned upon the successful completion of all applicable background checks, including criminal record checks where possible.
Due to expansion in scope of our programmes, we are now seeking for qualified and passionate individuals willing to share in our vision and join our team in the position below.
Position: Programme Support Assistant MANE (Mayuge NTD Elimination Project)
Report to: Project Coordinator
Location: Mayuge
Purpose of the position:
Provide administrative, operational and logistical support to the Region Office in line with Project Annual Operations Plan.
Key Outputs/Responsibilities.
Logistics and administration support
Logistical Support
- Provide logistical support and back-up in the planning of meetings and workshops.
- Ensure adequate stocks of key office materials are in place at all times.
- Maintaining supplies/logistics inventory and preparing requisitions for office supplies and equipments.
- Provide refreshment to staff and visitors
Asset Management
- Maintain a database of Project office and entire Project assets
- Maintain a system of asset management through securing proper office locking systems and proper identification of office equipment in line with WV administration mission and security guidelines
- Develop and maintain a servicing schedule of Region Office equipment, in liaison with respective technical staff
- Identify and coordinate requests for installation, repairs, maintenance and services in line with World Vision Uganda Administration policy
- Monitoring the security of the store and cleanness of the store in line with the store management standards.
- Track and ensure timely payment of utility bills
Work Place Health and Safety
- Ensure that Project office is kept tidy and clean.
- Implement standards of the internal and external cleanliness of the Project Office and maintain the organization image in line with WV Administration guidelines
- Ensure that office fire extinguishers are well placed and valid throughout the year.
- Maintains all staff health facilities in good and usable condition
Document Management
- Manage the filling system and Project library
- Ensure that all Project Office soft copy documents are backed up on weekly basis
Secretarial Support
- Provide secretarial services as required such as timely printing, photocopying and binding of documents
- Receive, deliver and file correspondences at the Project office in a timely manner
- Receives and coordinates the handling of documents and materials delivered to the office and ensuring that these are distributed to the respective addressee/staff members
- Disseminates guidelines and relevant documents to respective staff as guided by the Project management.
- Maintain an up-to-date contact list of all Project staff
Support to Project staff
- Providing information and guide staff on administrative processes, procedures and requirements.
- Facilitate and support staff on logistical and administrative requirements such as travels, follow up on requisitions, etc on regular basis
- Maintain a smooth communication flow of information in the project Office
- Providing weekly and monthly travel schedules for the Project team for management approval and generate a monthly staff attendance report
Support Project meeting/forums
- Support in developing calendar/s of key Project event events.
- Follow up on meeting invitations through emails and phones as appropriate.
- Planning for and managing logistics for the Project meetings and other forums such as workshops and reflection/ learning events.
- Takes minutes of Project meetings and action plans
Customer care
- Screening telephone calls, enquiries and requests and handling them when appropriate
- Take and relay accurate and timely messages from telephone callers, and answer queries where possible.
- Management and coordination of visitors
- Coordinate guest Logistics: Ensure adequate planning and preparation of guest logistics (Transport, accommodation – checking in and out of hotels, support guest’s general needs like shopping, Church service etc)
Reporting
- Coordinate receipt of monthly reports from the Clusters and Project office technical teams .
- Write Project management monthly report for ROM’s review and submission to IMD office within the stipulated timelines.
- Compile quarterly monitoring reports on contributions towards organization strategies
- Following up with responsible staff on status implementation of key action points, audit implementation status and decisions from the meetings/fora.
- Track and update the Project Technical team on progress of assigned tasks
Qualifications: Education/Knowledge/Technical Skills and Experience
- Minimum of a Bachelors’ degree in Office Management, Business Administration, Human Resource Management, Organizational Psychology, Accounting or any related field.
- Minimum of two year’s experience in office administration and organization in a fast paced environment
- Must be a committed Christian, able to stand above denominational diversities.
- Must have knowledge in computer applications like MS Office and data base management
- Knowledge in logistical operations
- Effective communication skills.
- Excellent customer care and public relations skills.
- Strong analytical , conceptual and follow-up and follow-through skills
- Strong interpersonal skills.
- Commitment to World Vision mission and partnership values and sensitivity to its various expressions across cultures and denominations.
More Information
- Job City Butalejja
