Fresher Administrative Assistant NGO Jobs - Abt Associates

Organization: Abt Associates

Project Name: USAID Reproductive Health Voucher Program (RHVP)

Duty Station: Kampala, Uganda

Reports to: Financial Management/Administration Specialist

Abt

Associates is an international development organization composed of dedicated

professionals who provide technical assistance, research, analysis, and

practical training services in more than 128 countries.

About USAID RHVP Project:

The

USAID-funded Reproductive Health Voucher Program (RHVP) in Uganda aims to

achieve measurable improvements in safe motherhood services by supporting

health financing and innovative service delivery models in the private sector.

Job Summary: The Administrative Assistant will support the USAID-funded

Reproductive Health Voucher Program Plus (RHVP+) in a wide range of

administrative and logistical support to the RHVP+ Project Office in Kampala.

Key Duties and Responsibilities: 

• Carry out general clerical duties, to include
  
  but not be limited to photocopying, scanning, faxing, filing, and mailing.


• Offer office administrative support including
  
  organization and facilitation for internal meetings, drafting agendas, and
  
  taking minutes;


• Maintain hard copy and electronic versions of
  
  a project archive, including contract and subcontract documents, client
  
  approvals,  consultant documents,
  
  travel files, procurement files, 
  
  project deliverables, project reports , and minutes of meetings.


• Manage and document correspondences between
  
  project offices, the home office, the client, other partners, and
  
  stakeholders.


• Update, store, and maintain all personnel
  
  files.


• Provide support in new staff orientation,
  
  onboarding and other HR initiatives.


• Manage the proper reporting of labor time and
  
  ensure the timely submission of electronic and paper timesheets, and the
  
  timely completion and submission of Labor Adjustment Forms, when needed.


• Perform translations of simple documents as
  
  needed.


• Answer incoming telephone calls, take
  
  complete and accurate messages for people who are not available, and
  
  ensure they receive the messages.


• Greet and escort guests.


• Purchase, store and distribute office
  
  supplies.


• Ensure timely settlement of office bills.


• Manage local procurements for office supplies
  
  and other requirements.


• Assist with making logistical arrangements
  
  for project events and field activities.


• Make logistical arrangements for project
  
  staff traveling outside their region or for international visitors.


• Manage/track petty cash transactions and
  
  receipts.

Qualifications, Skills and Experience: 

• The ideal candidate should hold a Bachelor’s
  
  Degree in Administration, Management, Business, Social Science, or other
  
  relevant field.


• A minimum of two (2) years of relevant
  
  professional experience in office administration.


• Broad working knowledge and experience with
  
  Windows, Word, Excel, PowerPoint, and other data processing and graphical
  
  presentation software.


• Proven ability to independently plan and
  
  execute complex tasks while addressing daily management details and
  
  remaining organized and focused on long-term deadlines and strategy highly
  
  desirable.


• Ability to assess problems and develop
  
  solutions.


• Excellent inter-personal communication skills
  
  and excellent organization skills.


• Preference for candidates who have experience
  
  that relates to USAID-funded projects or other international development
  
  experience.


• Oral and written English language fluency.

All

suitably qualified and interested candidates who wish to join Abt Associates’

USAID Project should upload their credentials at the web link below.