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.