Administrative Assistant USAID Project Jobs – Tetra Tech International Services
Job Title: Administrative Assistant
Organisation: Tetra Tech International Services
Duty Station: Uganda
Reports to: Regional Manager
About US:
Tetra Tech International Services is implementing the USAID-funded Uganda Sanitation for Health Activity. The project works to increase household access to sanitation and water services and improved health through hygiene behavior change campaigns in homes, schools and health facilities in up to 25 districts in Uganda.
Job Summary: The Administrative Assistant is responsible for managing Regional Office administrative systems. The Administrative Assistant will be responsible for ensuring clear and effective communication, managing travel schedules, meetings, and overall coordination of regional office activities. This position is responsible for all Finance, procurement and Administrative functions at the regional office.
Key Duties and Responsibilities:
Administration & HR
- Responsible for the day-to-day management of the regional office i.e. maintain a register of visitors, notifying concerned staff, taking messages, updating noticeboards among others.
- Represent S4H at events as approved by the RM or office manager.
- Ensure security policies and protocols are adhered to by all staff and all parties that access the RO.
- Maintain the directory of partners, government offices, businesses, and update it regularly as required.
- Maintain the inventory of office supplies and coordinate additional procurement of items as needed;
- Assist with the annual physical inventory of project property at the regional office;
- Report all stolen or lost property
- Maintain HR records as directed by the Office manager i.e. Leave cards, evaluation schedules
- Manage travel reservations and arrangements for the region;
- Supervise driver and office assistant/ cleaner.
- Maintain a filing system as per the Tetratech ARD filing policy.
- Organize relevant meetings, appointments, conferences, workshops for staff;
- Arrange regular program staff meetings under the guidance of the RM, take minutes as required and distribute to concerned parties;
- Any other related tasks assigned by respective supervisor/s from time to time.
Finance and Procurement
- Capture all accounting data from original vouchers and post into accounting spreadsheets under the guidance of the Accountant.
- Under the supervision of the RM, develop and submit funds requests for approval and replenishment.
- Manage relationships with local vendors
- Maintain a local vendor list with updated addresses and contacts
- Keep a log of all agreements and notify the procurement team of expiry dates and any other changes
- Main effective procurement documentation and records in compliance with ARD and USAID policies and procedure for all program operation costs
Qualifications, Skills and Experience:
- The applicant must be a high school graduate. College education in preferable.
- At least three years of experience in an equivalent position with International organizations. Work experienced in USAID funded project is a plus.
- Working knowledge of English, both written and spoken.
- Able to communicate fluently effectively both verbally and in writing.
- Excellent interpersonal skills, including patience, diplomacy, willingness to listen and respect for colleagues.
- Must be capable of working both individually and as part of a team.
- Must also be able to create a supportive working relationship among all project teams.
- Tactfulness, Enthusiasm to the job. Good Human Relation skills, integrity and ability to work under pressure.
- Languages: Excellent Language proficiency in spoken and written English.
How to Apply:
Applications should be submitted to Jobs@Uganda-sanitation.org with a subject Admin Assistant. Qualified candidates should provide their current curriculum vitae (CV), cover letter, and 3 professional references. Short-listed candidates who meet the job profile credentials will be contacted for an interview. Selected candidates will be hired as soon as they are available. Compensation will be commensurate with relevant experience and established salary history.
Deadline: 13th May 2019
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