Administrative Officer USAID Grant Jobs – Johns Hopkins Center for Communication Programs (CCP)
Job Title: Administrative Officer
Organization: Johns Hopkins Center for Communication Programs (CCP)
Funding Source: United States Agency for International Development (USAID)
Reports to: Sr. HR & Administration Manager
Job Location: Kampala, Uganda
About Johns Hopkins Center for Communication Programs:
Johns Hopkins Center for Communication Programs (CCP) is a leader in strategic communication and research that facilitates access to information and exchange of knowledge to improve health. CCP has more than 60 projects that employ staff in more than 40 countries around the world. CCP has unparalleled experience as a global center for Social and Behavioral Change excellence. Through its projects, CCP harnesses the power of social and behavior change communication to encourage the adoption of healthy behaviors in the projects implemented worldwide.
Project Background:
The Social and Behavioral Change Activity (SBCA) is a five-year program implemented through a cooperative agreement between the United States Agency for International Development (USAID/Uganda) and Johns Hopkins Center for Communication Programs (CCP). The vision of USAID’s Social and Behavioral Change Activity is a Uganda where individuals and communities are not just healthy, but resilient, supported by strong adaptable systems and institutions to lead productive lives. The SBC Activity supports the Government of Uganda (GoU) and US government (USG) implementing partners to design and implement Social and Behavioral Change (SBC) communication initiatives that contribute towards reduction in Maternal and Child mortality, Malaria prevalence, Total Fertility rate, new HIV infections, TB prevalence and improved Nutrition out comes, resilience and improved SBC systems and expertise.
Job Summary: The Administrative Officer will provide support in a variety of administrative and office functions. This position requires knowledge of organizational and departmental policies and procedures in order to communicate information involving programs, functions, and services. This position reports to the Senior HR & Administration Manager to address the administrative functions of the Finance and Administrative team.
Key Duties and Responsibilities:
Office Administrative Functions
- Ensure the opening and closing of CCP office on a daily basis including as needed after hours and on weekends
- Schedule routine and ad hoc office cleanings
- Set-up and maintain filing system relevant to assigned administrative functions
- Handles confidential and non-routine information and explains departmental policies when necessary
- Provide support to receiving deliveries of supplies and materials by confirming goods receipt against invoice or contract specifications
- Provides back-up support to Reception when other Administrative Associates are unavailable
- Ensure CCP and project office locations have the appropriate signage adhering to municipal and other government requirements and periodically checking the condition of the signage
- Identify appropriate office space in conjunction with field staff when necessary
- Track all leases for leased office space and MoUs for shared office space, including timely renewal and termination
- Work with the Baltimore contact person to get leases signed by JHU general counsel
- Liaise with landlords on issues concerning the lease agreement as they arise
- Ensure all CCP offices are opened and closed and are equipped with the necessary supplies, materials, equipment and other resources needed for a functioning office
Travel, external conference and workshops
- While it is the individual staff person’s responsibility to inform the Finance & Admin team in advance of travel and activity requests, proactively gather travel, transport and external activity needs to mitigate the requests that can become quickly overwhelming
- Make external conference, workshop, training and travel arrangements for staff as requested including lodging, flights, car hire, and ferry/boat hire services, which are usually complex and ever-changing
- Keep staff updated on arrangements and changes in advance when known
- When project vehicles are not available, arrange for transport services to facilitate staff movement
Inventory and asset management
- Monitor and schedule routine and as needed maintenance and repair services for major equipment items (e.g. vehicles, photocopiers, generators, etc.)
- Maintain schedule of and coordinate routine and as needed office maintenance and repairs
- Monitor and track the fuel card utilization comparing vehicle tracking report with manual fuel logs against receipts
- Maintain vehicle logbooks, registration cards and other documents pertinent CCP vehicle ownership
- Ensure logbooks are being accurately completed by drivers and passengers
- Provide training and guidance as needed to ensure the proper handling and management of all program and organization assets and inventory
- Request fuel card top-ups
- Before all assets, inventory or vehicles are put into use, update registers with required information in full when new items are purchased; ensure the appropriate marking/branding/etching of program assets before dissemination
- Track, monitor and update the asset and inventory registers based on asset and inventory movement including reassignment, location and condition
- Ensure the proper sign-out and return of inventory and assets and follow-up with staff to ensure the items are returned timely or update the return dates
- Adhere to CCP policies on the management of lost or stolen assets and inventory
- Maintain a just-in-time style consumable inventory register to ensure adequate and appropriate consumable inventory and utility levels
- Prepare the annual USAID-required non-expendable property report
Qualifications, Skills and Experience:
- The applicant must hold a Bachelor’s degree in Business Administration or related field
- At least 5 years’ experience in the NGO sector within Uganda in office administration
- At least 5 years’ experience managing USAID projects; experience managing USAID contracts is an added advantage
- Strong organizational and management skills
- Good problem solving and independent thinking skills
- Strong working relationships and interpersonal communication skills
- Ability to read, analyze and interpret general procedures and government regulations
- Ability to write reports, business correspondence and procedure manuals
- Ability to effectively present information and respond to questions from groups of managers, clients, customers and general public
- Intermediate competency in Microsoft Word and Excel and beginner competency in PowerPoint
- Strong computer aptitude
- Ability to work well with others
- A customer service oriented individual with ability to deal with staff and service providers
- Ability to work independently in a high profile, fast-paced and multi tasked environment
- Must be able to demonstrate highly effective communications skills, both written and spoken in English to staff in the head office and field offices
How to Apply:
All applications must be submitted using the web form at the link below