Organisation: University Research Co., LLC (URC)
Project Name: USAID Applying science to strengthen and
Improve Systems (ASSIST) Project
Duty Station: Gulu, Uganda
Reports to: Finance and Administration Officer
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
Administrative Assistant will be responsible for providing Front Desk,
switchboard and clerical support to the various projects at the project Office
so that a good image is portrayed to all URC-ASSIST guests and to ensure a
smooth work flow within the administrative unit of the organization.
Key Duties and
Responsibilities:
- Provide
accurate, appropriate and immediate responses to all requests by guests
who come to URC – ASSIST Project ensuring complete guest satisfaction and
usher them to respective offices as requested in a professional manner. - The
incumbent will operate and manage office telephone and route incoming
phone calls to the appropriate recipients, record and deliver messages and
other relevant documents. - Keep
the general reception area in neat and orderly condition. - Receive
and forward all incoming correspondences to the relevant offices,
coordinate and pick up/deliver post office mail and other express mail
services (FedEx, DHL etc). - Maintain
office-wide calendar of meetings and use of conference room. - Maintain
general cleanliness of the office and environment. - He
/she will be required to cater for administrative and operational
requirements of employees. - Update
project staff contact list and acts as the contact person with the
telephone contacts for service providers. - Manage
all repairs and ensure that all office equipment (printers, laptops, PCs,
photocopiers, LCDs, cameras, server room equipment, ACs, water dispensers,
fire extinguishers etc.) are in good working condition by liaising with
the IT and other service providers to undertake periodic preventive
maintenance. - Keep
copies and track all monthly payments for utilities for future reference.
- Supervise
and manage performance of the Guard & Housekeeper to ensure desirable
results. - Arrange
regular briefings, give guidance to the supervisee and conduct periodic
appraisals.
3. Security Focal Person:
- Manage
office security including management and coordination with the contracted
security firm for better operations. - Ensure
adequate security and safety measures are in place to minimize risks to
staff and associated stakeholders by equipping the office with fire
extinguishers, smoke and carbon monoxide detectors, emergency numbers of
fires and police support, and evacuation plans. - Manage
the security door system. - Follow
the fire and safety plans and ensure that all related precautions are in
place. - Develop
a security phone tree for easier management of staff security.
4. Other Responsibilities:
- Support
in the preparation and logistical support for workshops, meetings,
trainings and seminars as requested. - Ensure
safety of staff working conditions around the office and monitor refills
of the first aid boxes for project vehicles and office first aid boxes. - Performs
any other duties that may be assigned from time to time by the Supervisor
or designate.
Qualifications, Skills and
Experience:
- The
Administrative Assistant should possess a bachelor’s degree in the
relevant field. - A
minimum of two years’ experience in administration and logistics
management. - Be
a person of high integrity and excellent interpersonal skills. - Excellent
writing & oral communication skills. - The
applicant should possess good phone etiquette. - Works
well with staff, even those that they do not directly supervise. - Good
client orientation and inclination to service provision.
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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