Organisation: World Vision Uganda Position: Program Support Assistant Reports to: Programme Manager Duty station: Nakasongola Purpose of the position: Provide operational and logistical support to the Programme Office. Key Responsibilities Logistics and administration support • Screen incoming telephone calls, mails, inquiries, and requests and handling them as appropriate, including relaying accurate and timely messages and answering of queries. • Maintain a database of assets. • Manage a filing system for record control of key documents. • Provide logistical support and back-up to in the planning of meetings and workshops. • Ensure adequate stocks of key office materials are in place at all times. • Maintain supplies/logistics inventory and preparing requisitions for office supplies and equipments. • Related support including secretarial duties as required such as timely printing, photocopying and binding of documents.. • Clean and tidy up office premises • Prepare and provide refreshments to staff Support to staff • Provide information and guide staff on administrative processes, procedures and requirements. • Facilitate and support staff on logistical and administrative requirements such as travels, follow up on requisitions, etc on regular basis • Support staff on follow-up of internal communications and actions. Support to meeting/fora • Compile calendar/s of key events. • Support planning of the events and meetings. • Follow up on meeting invitations through emails and phones as is appropriate. • Plan for and manage logistics for regional meetings and other forums such as workshops and reflection/ learning events. Guest logistics • Plan for guest logistics • Schedule meetings, entry and exit briefs, etc. • Handle check in and out of guests from hotels. • Support guest’s general needs like shopping, church service. Reporting • Follow up with staff on submission of their monthly reports. • Draft regional monthly report for PM’s review and submission to ROM within the stipulated timelines. • Follow up with responsible staff on status implementation of key action points and decisions from the meetings/fora. Knowledge, Skills and Abilities • Minimum of a Diploma in Office Management, Secretarial Studies, Business Administration and Management or related field. Bachelor’s degree in the indicated fields is an added advantage. • At least one year’s experience in office administration and organization • Must have knowledge in computer applications like MS Office and data base management • Knowledge in logistical operations • Excellent customer care and public relations. • Very strong relational and communication skills. • Commitment to World Vision mission and partnership values and sensitivity to its various expressions across cultures and denominations. • Mature Christian, able to stand above denominational diversities. How to apply: Qualified candidates may submit their application and complete Curriculum Vitae, via email to [email protected]. Please address the application to the People and Culture Specialist (Recruitment) and do indicate the post title in the email subject line. Note: The above jobs can also be accessed from our website: - wvi.org/uganda/jobs Deadline for receiving applications is: Friday 1st July, 2013. (Qualified female candidates are particularly encouraged to apply) We do appreciate your interest in working with us. However, only short listed candidates will be contacted.
Posted on: Tue, 25 Jun 2013 16:08:44 +0000