Job Purpose and Scope
The Administrative Officer will be in charge of all activities aimed at ensuring the efficient administration of the project. As office Superintendent, the administrative officer shall manage and oversee the activities of the support staff and ensure that any matters are promptly and appropriately handled. The Officer will also ensure that office logistics are availed and functional at appropriate times and that the project environment is serene.
S/he will carry out the following broad functions:
• Provide general administrative support to the Project Coordinator and PIU team
• Handle day-to-day administrative operations of the project office
• Supervise and handle support staff matters
• Arrange meetings, workshops, travel, and security clearances when required
• Supervise the store operations and ensure appropriate project logistics are available to the teams
• Supervise cleaning and maintenance of the project office
• The specific assignment requirements include:
• Handle the matters of general office administration and staff matters
• Administer daily office operations and coordinate logistic requirements
• Coordinate and organize meetings including venues, facilities, document preparation, and catering
• Organize travel by staff members
• Support drafting, editing, and finalizing reports and correspondences
• Ensure that all documents, and correspondences are appropriately and securely filed meticulously.
• Formulate and implement/administer Human Resource procedures, and monitor their effectiveness.
• Develop and implement a performance management system for the Project support staff
• Follow up on all service contracts under the PIU to ensure that they are implemented in accordance with the terms therein.
• Identify and rationalize career and training opportunities/needs for project staff.
• Ensure all Human Resource data types and reports are continually kept up-to-date.
• Keep an inventory of the equipment and goods for the project.
• Undertake any other duties incidental to the above as may be assigned by management from time to time.
Qualifications, Experience, Skills and other Competences
Academic qualifications:
• Applicants must possess an honor bachelor’s degree in Administrative and Secretarial Science, Social Sciences, Development Studies, Public Administration, Business Administration, Management, or a related field from a recognized institution.
• A post-graduate qualification in human resource management, project planning & management, business administration, stores/logistics management, Secretarial Science, and Public Administration.
• Must be computer literate.
• Relevant Master’s degree from a recognized institution and Membership to the professional body will be an added advantage
Experience:
• The Applicant must have at least 5 (five) years of relevant experience working in a busy environment and at least 3 years working with public office or projects;
Other Required Skills and Competences:
• Good communication, negotiation, and interpersonal skills. Ability to plan, organize, solve problems, implement, monitor, and evaluate tasks and to deliver outputs to meet required deadlines; ability to relate well with a multiplicity of stakeholders; self-motivated and team worker, and of demonstrable and unquestionable level of integrity.
• Ability to work with minimal supervision.
• Excellent drafting, report writing and communication skills
• Strong ability to organize and prioritize workloads, and meet deadlines and targets.
• Ability to work as a team leader/team member.
Job application procedure
Interested applicants should submit application letters and supporting documents including curriculum vitae and photocopies of academic documents to INVITE web portal: https://recruitment.invite.go.ug/jobs not later than Tuesday, December 12, 2023 by 5:00pm, clearly indicating the reference number and the particular position being applied for. Applications will only be received through the INVITE Web Portal.
More Information
- Address Kampala, Uganda, East Africa
