Position: Program Support Assistant

Report to: Program Manager

Location: Tororo District

Closes: 22-Aug-18

Purpose of the position:

Provide operational and logistical support to the Tororo Cluster and Eastern Regional Office.

Key Outputs/Responsibilities.

Logistics and administration support

  • Screening 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.
  • Managing 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.
  • Maintaining supplies/logistics inventory and preparing requisitions for office supplies and equipment.
  • Related support including secretarial duties as required such as timely printing, photocopying and binding of documents.
  • Ensure that office is kept tidy and clean.

Support to staff

  • Providing 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.
  • Planning for and managing logistics for regional meetings and other forums such as workshops and reflection/ learning events.

Guest logistics

  • Plan for guest logistics:
  1. Transport
  2. Accommodation
  3. Scheduled meetings, entry and exit briefs, etc.
  4. Handle check in and out of guests from hotels.
  • Support guest’s general needs like shopping, church service.

Reporting

  • Following up with all staff on submission of their monthly reports.
  • Draft regional monthly report for PM’s review and submission to ROM within the stipulated timelines.
  • Following up with responsible staff on status implementation of key action points and decisions from the meetings/fora.

Qualifications: Education/Knowledge/Technical Skills and Experience

  • Bachelor’s degree in Business/public administration and related fields.
  • 2-3 experience providing administrative support in a busy office environment (Front desk, Procurement and stores, records management)
  • Knowledge in computer applications like MS Office and data base management
  • Effective communication and interpersonal skills.
  • Must have knowledge in computer applications like MS Office and data base management

Other Competencies/Attributes:

  • Must be a committed Christian, able to stand above denominational diversities.
  • Attend and participate/lead in daily devotions and weekly Chapel services.
  • Perform other duties as required.

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