Reports to: Program Manager
Location: Various
Travel: Remote rural locations
Grade: 4
Job Summary:
The Logistics & Administration Assistant will work within Uganda and will be committed to provide reliable support to program activities in order to ensure efficient operations of the regional office. He/ She is the focal point for daily administrative office tasks, logistical issues and the link between the region and the TechnoServe office in Kampala.
He/she must be familiar with administrative practices and procedures, should possess an ability to effectively communicate, and ensure that all duties are performed in a high quality and time sensitive manner.
Primary Functions and Responsibilities;
Administrative Support
• Prepare documents and assist the region to keep an accurate and organized filing system
• Assist in organizing regional in-house and external meetings
• Produce documents, minutes, memos, letters and presentations, as requested
• Support travel arrangements for the field team
Front desk Activities
• Handle incoming telephone calls and visitors; screen and redirect where appropriate
• Assist in scanning, photocopying and filling of documents
• Maintain inventory of office supplies and re-order when required
• Assure the confidentiality of dispatches delivered or received and that all such dispatches are recorded correctly
• Receive deliveries, ensure that items are checked and quantities confirmed as needed under the direction of the supervisor
Office and Staff
• Arrange for the repair and maintenance of office equipment as directed
• Ensure a clean and presentable office environment
• Supervise the office assistant and cleaning team to ensure their work is done on time
• Ensure that standard office refreshments, teas, the water dispenser and other refreshments as may be required from time to time are available
Transport and Accommodation
• Handle all travel arrangements and movements for the regional office staff and guests, including booking of hotels, vehicle hire and dispatch.
• Responsible for the booking of accommodation for staff and guests with preferred TechnoServe hotels or other recommended service providers
Finance support
• Prepare memos for payment of service providers under instruction from the supervisor
• Receive invoices, record them and forward them to Operations for processing
• Any other duties as may be assigned by the Supervisor
Required Qualification, skills and experience:
• Bachelor’s degree plus 1 year of experience or Diploma plus 2 years of relevant experience in Administration
• Strong organizational skills and management experience
• Speaks and writes English fluently
• Good presentation skills
• Strong computer skills (Word, Excel, PowerPoint, Outlook, Gmail, etc.).
Knowledge, Skills and Abilities:
• Flexible, reliable, adaptable, responsible and team-oriented
• Strong interpersonal and cross-cultural skills.
• Experience working with staff from diverse backgrounds.
Qualifications
Skills Required
English
Computer
Adaptibility
Experience
Required
• Good presentation skills
• Flexible, reliable, adaptable, responsible and team-oriented
• Strong computer skills (Word, Excel, PowerPoint, Outlook, Gmail, etc.).
• Bachelor’s degree plus 1 year of experience or Diploma plus 2 years of relevant experience in Administration
• Strong organizational skills and management experience
• Speaks and writes English fluently
More Information
- Address Kampala, Uganda, East Africa
