Organisation: University Research co., LLC (URC)
Project Name: USAID Applying science to strengthen and
Improve Systems (ASSIST) Project
Duty Station: Gulu, Uganda
Reports to: Programme Coordinator
About URC ASSIST Project:
University Research Co., LLC
(URC), a US-based public health organization working in Uganda since 2005, is
implementing the USAID Applying science to strengthen and Improve Systems
(ASSIST) Project which is a five-year cooperative agreement dedicated to
improving health, population and nutrition services through technical support
to service delivery institutions, country Ministries of Health, USAID country
missions, and cooperating agencies.
Job Summary: The Program
Officer will provide general project
administrative support to USAID ASSIST Gulu technical staff and other partners with the overall aim of
ensuring smooth functioning of operations and project activities. The Program
Officer will also be responsible for maintaining proper procurement processes
and procedures in accordance to the USAID procurement rules and regulations,
providing administrative support for the implementation of project-supported
activities.
Key Duties and Responsibilities:
- 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.
3. Procurement & Stores Management:
- 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.
5. Other Responsibilities:
- 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.
Qualifications, Skills and
Experience:
- 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.
All suitably qualified and
interested candidates who wish to join University Research Council’s USAID
Project should send an application Letter, updated CV, and relevant academic
documents as well as names and contact information for three professional
references and day-time contact numbers to: The Human Resource Officer- USAID
ASSIST Project, University Research Co., LLC, Plot 40, Ntinda II Road, Naguru,
P.O. Box 28745, Kampala, Uganda.
E-mail:
assistugandarecruitment@urc-chs.com
NB: Please clearly indicate the position in the
subject if you are sending electronically. Only short listed candidates will be
contacted.
Deadline: 3rd April,
2015 by 5:00PM
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