2 Logistics & Administration Assistant NGO Job Opportunities – TechnoServe
Job Title: Logistics & Administration Assistant (2 Job Placements)
Organisation: TechnoServe
Duty Station: Mbale, and Kabale, Uganda
Reports to: Finance & Operations Manager
About US:
TechnoServe is a leader in harnessing the power of the private sector to help people lift themselves out of poverty. A nonprofit organization operating in 29 countries, we work with enterprising men and women in the developing world to build competitive farms, businesses, and industries. By linking people to information, capital, and markets, we have helped millions to create lasting prosperity for their families and communities. Founded over 50 years ago, TechnoServe has been named the #1 nonprofit for fighting poverty by the ImpactMatters charity ratings agency.
About Hortimap Program:
Through the four-year Hortimap program funded by the Embassy of the Kingdom of the Netherlands, Technoserve and partners BID Network and Impact Capital Africa will transform the horticulture industry in Uganda. The program combines catalytic funding through a Market Development Facility and Technical Assistance fund to leverage private sector and local resources and expertise to strengthen SMEs and local supply chains, while delivering world-class entrepreneurship training to farmers and retailers to realize their potential. These interventions are expected to increase incomes for more than 31,000 farmers, create 11,000 jobs, and improve access to healthy, safe food for 250,000 Ugandan consumers.
Job Summary: The Logistics & Administration Assistant will work within the HortiMAP support services team and will be committed to provide reliable support to program activities in order to ensure efficient operation of the regional office. He/ She is the focal point for daily administrative office tasks, logistical issues and the link between the region and the TechnoServe office in Kampala. The staff must be familiar with administrative practices and procedures, should possess an ability to effectively communicate, and ensure that all are performed in a high quality and time sensitive manner.
Key Duties and Responsibilities:
Administrative Support
- Prepare documents and assist the region to keep an accurate and organized filing system
- Assist in organizing regional in-house and external meetings
- Produce documents, minutes, memos, letters and presentations, as requested
- Support travel arrangements for the field team
Front Desk Activities
- Handle incoming telephone calls and visitors; screen and redirect where appropriate
- Assist in scanning, photocopying and filling of documents
- Maintain inventory of office supplies and re-order when required
- Assure the confidentiality of dispatches delivered or received and that all such dispatches are recorded correctly
- Receive deliveries, ensure that items are checked and quantities confirmed as needed under the direction of the supervisor
Office and Staff
- Arrange for the repair and maintenance of office equipment as directed
- Ensure a clean and presentable office environment
- Supervise the office assistant and cleaning team to ensure their work is done on time
- Ensure that standard office refreshments, teas, the water dispenser and other refreshments as may be required from time to time are available
Transport and Accommodation
- Handle all travel arrangements and movements for the regional office staff and guests, including booking of hotels, vehicle hire and dispatch.
- Responsible for the booking of accommodation for staff and guests with preferred TechnoServe hotels or other recommended service providers
Finance support
- Prepare memos for payment of service providers under instruction from the supervisor
- Receive invoices, record them and forward them to Operations for processing
- Distribute cheques to vendors
- Any other duties assigned by your supervisor
Qualifications, Skills and Experience:
- The ideal candidate must hold a Bachelor’s Degree with 1 year of experience or Diploma with 2+ years of relevant experience in Administration
- Strong organizational skills and management experience
- Speaks and writes English fluently
- Good presentation skills
- Flexible, reliable, adaptable, responsible and team-oriented
- Strong computer skills (Word, Excel, PowerPoint, Outlook, Gmail, etc.).
- Strong interpersonal and cross-cultural skills.
- Experience working with staff from diverse backgrounds.
Success Factors:
Competency is a combination of knowledge, skills and abilities (KSAs) directly related to successful performance on the job.
Core Competencies include:
- Integrity and honesty: Is widely trusted; seen as a direct, truthful individual; presents truthful information in an appropriate and helpful manner; keeps confidences; admits mistakes; does not misrepresent himself or herself for personal gain.
- Team Work/ Relationships: Works co-operatively and flexibly with other members of the team with a full understanding of the role to be played as a team member and/or leader, to achieve a common goal. Ability to build and maintain effective relationships and networks.
- Learning attitude: Proactively takes advantage of opportunities to learn. Actively identifies new areas for learning; applies and shares new knowledge and skill appropriately.
- Diversity/Inclusiveness: Demonstrates an understanding and appreciation for diversity and supports diversity efforts. Interacts effectively with and inclusively with people of all races, cultures, ethnicities, backgrounds, religions, ages, and genders.
- Communication: Expresses ideas effectively in individual and group situations. Listens effectively; shares information, ideas and arguments; adjusts terminology, language and communication modes to the needs of the audience; ensures accurate understanding; acts in a way that facilitates open exchange of ideas and information; uses appropriate non-verbal communication.
- Decision making/Problem Solving: Is able to analyse situations, diagnose problems, identify the key issues, establish and evaluate alternative courses of action and produce a logical, practical and acceptable solution. Is able to make effective decisions on a day-to-day basis, taking ownership of decisions, demonstrating sound judgement in escalating issues where necessary.
- Results Oriented/ High Quality Deliverables: Stays focused on the efforts necessary to achieve quality results consistent with programmatic or departmental goals. Demonstrates the ability to achieve effective results; works persistently to overcome obstacles to goal achievement. Accomplishes tasks by considering all areas involved, no matter how small; showing concern for all aspects of the job; accurately checking processes and tasks.
- Planning & Time Management: Establishes a course of action for self and/or others to accomplish a specific goal. Effectively plans, schedules, prioritizes and controls activities; identifies, integrates and orchestrates resources (people, material, information, budget, and/or time) to accomplish goals. Prioritizes work according to the program or department’s goals, not just own job responsibilities; manages own time effectively.
- Business Acumen: The ability to use information, ask the right questions and take decisions that make an impact on the overall business performance.
Career Pathways: The position that may be a next career opportunity for employees in this job title include Accounts & Administration Assistant.
How to Apply:
If you are interested and you meet the requirements, apply by email only to; UG-Jobs@tns.org
please submit a resume, cover letter and three professional references. Please identify the location for which you are applying in your cover Letter.
NB:
- Please note that only shortlisted candidates shall be contacted.
- TechnoServe encourages diversity in all levels and across all facets of our organization. We are proud to be an equal opportunity employer and do not discriminate on the basis of gender, race, color, ethnicity, religion, sexual orientation, gender identity, age, HIV/AIDS status, protected veteran status, disability and all other protected classes.
- We are also proud of our commitment to protecting staff, partners, and beneficiaries from abuse and exploitation and thoroughly vet all final candidates through rigorous background and reference checks.
Deadline: 20th August 2021
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