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Office Assistant / Receptionist and Procurement Assistant

Office Assistant / Receptionist and Procurement Assistant

Job Title:       Office Assistant / Receptionist and Procurement Assistant

Organisation: Abt Associates

Project Name: USAID/Uganda’s Integrated Community, Agriculture, and Nutrition (ICAN) Activity

Duty Station: Kampala, Uganda

About Abt:

Abt Associates is an international development organization composed of dedicated professionals who provide technical assistance, research, analysis, and practical training services in more than 128 countries. Abt seeks to implement a five-year project funded by the U.S Agency for International Development (USAID).

About USAID ICAN Project:

Abt Associates is implementing the USAID/Uganda’s Integrated Community, Agriculture, and Nutrition (ICAN) Activity, which will aim to sustainably enhance the resilience of vulnerable households by increasing economic opportunities for poor households, improving nutrition with a focus on women and children, and strengthening community and local governance.

Key Duties and Responsibilities: 

  • Perform general clerical duties, to include but not be limited to photocopying, scanning, faxing, filing, and mailing
  • Provide office administrative support including organization and facilitation for internal meetings, drafting agendas, and taking minutes
  • Establish and maintain project electronic and paper files
  • Ensure timely settlement of office bills
  • Manage logistics (including purchase of supplies, making photocopies, reservations, etc.) for Kampala office travel
  • Support liaison with suppliers, including obtaining quotes, processing payments and ensuring deliveries
  • Provide office administrative support to program staff
  • Monitor project supplies at both headquarters and regional offices
  • Answer phones and deliver messages
  • Monitor project correspondence, including drafting letters for signature, filing incoming and outgoing correspondence, and preparing, receiving, and tracking DHL and FedEx packages
  • Ensure travel expense reports are completed per Abt. requirements and submit to finance for processing
  • Manage office physical conditions including maintenance of office
  • Organize conferences and coordination meetings pertaining to program activities
  • Develop and update vehicle logs, usage and maintenance calendars and tracking system with project driver
  • Provide support to regional staff as needed
  • Supervise Office Janitor
  • Other duties as assigned by Abt Associates, Inc.

Qualifications, Skills and Experience:

  • The ideal candidate for the USAID Project Office Assistant – Receptionist/Procurement Assistant job placement should hold a Diploma in Administration/Office Management/Secretarial or equivalent
  • Two years of experience in project administrative support
  • Superior integrity, work habits, and organizational skills
  • Effective communication skills in English, both verbal and written
  • Knowledge of computer software such as Word, Excel, PowerPoint
  • Ability to communicate and liaise verbally and in writing with partners/suppliers/visitors and staff, and interpret/respond clearly and effectively to verbal or written instructions
  • Results-oriented, team player and excellent interpersonal skills

How to Apply:

All suitably qualified and interested candidates who wish to join the USAID Project are encouraged to apply online at the link below.

Click Here

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