Administrative Assistant Job Opportunities – University Research Co., LLC (URC)
Job Title: Administrative Assistant
Organization: University Research Co., LLC (URC)
Duty Station: Uganda
Reports to: Procurement and Administration Officer
About US:
University Research Co., LLC (URC) URC is a global company dedicated to improving the quality of health care, social services, and health education worldwide. With a non-profit affiliate, the Center for Human Services (CHS), URC manages projects in over 45 countries, including the United States.
About The Project:
The Quality and Performance Institute (QPI) is a division of URC that has implemented quality improvement and operations research programs in health care since 1981 and continues to be at the cutting edge of health care improvement work in countries around the world.
With the RHITES-N Acholi Project (Regional Health Integration to Enhance Services in Northern Uganda – Acholi), USAID will continue its support of the Government of Uganda’s (GOU) efforts to improve access to and use of health services in the country’s post-conflict northern region. RHITES-N Acholi Project activities will build on USAID investments and national advances to increase access to and use of high-quality integrated services that accelerate the ability and capacity to respond to the specific health needs of residents in the Acholi sub-region, leveraging the URC-ASSIST project successes.
Job Summary: The Administration Assistant is a full-time position and will be based in Gulu, Uganda. S/he will serve as the overall office administration and stores management to the RHITES-N, Acholi project. S/he will provide direct administration and stores management function to ensure effective office management, safe and appropriate storage of all supplies that transit through the project stores. S/he will regularly provide the vital stock information needed to carry out forecasting, quantification, procurement planning, ordering, reporting, storage, and general supplies management.
Key Duties and Responsibilities:
- Ensure compliance to stock management procedures (records, filling and identification).
- Prepare invoices ready for payment and submit them to finance and ensure suppliers are paid on time.
- Carry out quality checks on supplier deliveries/goods to ensure they meet required contract specifications.
- Assist the procurement team in managing inventory at the office store – including managing inventory records, keeping stocks reconciled.
- Ensure correct documentation and record keeping of all received and dispatched supplies and consumables to the districts
- Conduct monthly inventory of stock and ensure that stock cards are created, up-to-date, and accurate.
- Prepare and submit weekly stock status updates and monthly Stores management activities reports
- Establishing an effective filling system for maintaining the department records.
- Responsible for daily office duties and welfare of personnel.
- Maintain and update records of assets and store Inventories/Items for distribution.
- Ensuring that all admin invoices/accountabilities received retired on time
- Liaising with finance office to ensure all utilities are paid for on time.
- Maintain an updated tracker for stores stock status.
- Support in tracking of purchase requests for program staff.
- Support in planning for the required administrative resources and equipment’s and ensure their availability and proper utilization.
- Ensure well-coordinated & cost-effective availability, security, maintenance/repairs of office equipment, furniture and premises.
- Ensure up to date, secured and insured assets & inventory / stores; registers.
- Perform any other duties as assigned by the Supervisor.
Qualifications, Skills and Experience:
- The ideal applicant must hold a degree in Business Administration, Supply Chain Management, or related field.
- At least 3 years’ experience in providing technical support for improved management of stores and supply chain with preferred experience in logistics management.
- At least 2 years’ experience of working with NGOs, districts and health facilities.
- Excellent written and oral communication and interpersonal skills
- Desired Experience & Qualifications:
- Proficiency with Microsoft Office products (Word, Excel, Outlook)
Note: Only candidates who are eligible to work in Uganda for an indefinite period without a need for sponsorship will be considered for this position.
How to Apply:
All suitably qualified and interested applicants should apply online at the link below
You must upload your CV/Résumé and your Cover Letter where indicated. Also, please complete your application form and attach a completed USAID Form 1420 Contractor Employee Biographical Data Sheet as well.
Due to the large number of inquiries we receive, only candidates who have met the required experience & qualifications for this position will be contacted. No phone calls please. However, since we are active around the world in the field of public health, we may wish to retain your CV in our database for other/future opportunities, unless you direct us otherwise. Thank you very much for your interest.