Program Assistant NGO Job Opportunities – Finn Church Aid (FCA)
Organisation: Finn Church Aid (FCA)
Duty Station: Kampala, Uganda
Reports to: Head of Programmes
About US:
Finn Church Aid (FCA) is the largest Finnish development cooperation organization and the second largest provider of humanitarian aid. FCA operates in over 13 countries, working with the poorest people, regardless of their religious beliefs, ethnic background or political affiliations. FCA work is based on promotion of human dignity and fundamental human rights and freedom, and FCA’s operations are guided by equality, non-discrimination and responsibility. FCA has been actively supporting partners in Uganda since 1990s, and has presence and operational Country Office since 2014. FCA’s work in Uganda focuses on promoting sustainable livelihoods, Education in Emergencies, support to the education sector development, livelihoods and peace, working with both local communities and refugees. Currently FCA Uganda is active in 7 districts and 5 refugee settlements.
Job Summary: The Program Assistant works with and provides support to the members of the Programme Team in the development and implementation of the programme. The Programme Assistant will provide effective support and assistance to the team to ensure smooth programme implementation in line with FCA rules and regulations
Key Duties and Responsibilities:
- Provide programme and administrative support to the programme team (both humanitarian and Development Programs) in the preparation of various programme documents, such as work plans, budgets, reports and proposals on programme implementation arrangements.
- Under the guidance of the supervisor, assemble briefing materials and prepare power point and other presentations for the programme unit.
- Identify sources, and gather and compile data and information as may be instructed for the preparation of documents, guidelines, and other material as required.
- Assist the programme team in reviewing and preparing documentation on the Procurement of goods and services, and support contract tracking.
- Prepare agendas and minutes for programme meeting
- Schedule and organising meetings including taking minutes and follow ups for the actions required,
- Contact FCA implementing partners regarding reports, deadlines and any other information required from them,
- Be in charge of sending information material to donors or partners as may be instructed by the Supervisor from time to time,
- Preparing program information and materials including programme maps, data sheets and managing coordination.
- Maintain a roster of donor reporting schedules and provide reminders to the responsible officers about the coming deadlines.
- Make travel arrangements for the programme team and prepare itinerary for visitors including making hotel bookings.
Qualifications, Skills and Experience:
- The applicant must hold a University degree (or equivalent) in Social Work and Social Administration, Social sciences, Development studies, humanitarian aid studies or related field
- Three years of progressively responsible experience with administrative tasks.
- Experience in working in a computer environment using multiple office software packages.
- Work experience in administrative support of development programme/project is an advantage. Work experience within the NGO sector is an asset.
Key competences
- Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of the programme team, including logistical support.
- Ability to provide input to business process re-engineering, elaboration and implementation of new data management systems.
- Ability to create, edit and present information in clear and presentable formats, using appropriate IT functionality.
- Ability to organize and complete multiple tasks by establishing priorities.
- Ability to handle a large volume of work, also under time constraints.
- Ability to establish, build and sustain effective relationships with clients, demonstrating understanding of client’s perspective; anticipates client needs and addresses them promptly.
- Ability to manage data, documents, correspondence and reports information and workflow.
How to Apply:
All interested applications should send a cover letter and a CV (not more than 5 pages) with at least three referees and a daytime telephone contact, addressed to: The Human Resource and Administration Manager, Finn Church AID, Uganda Country Office. P.O. Box 21826 Kampala, Tank Hill Rd, Roche Close, Plot 1495 Muyenga, Uganda. Email applications should be in one file attachment (Ms Word or PDF) mentioning the position title in the subject to Ugaco.hr@kua.fi
Deadline: Tuesday 5th January 2021.
N.B: Please do not attach academic documents when you apply online. Only shortlisted candidates will be contacted.