Requête nº: req15788
Intitulé de poste: Program Administrative Assistant
Secteur d’activité: Protection et autonomisation des femmes
Type de contrat: Régulier
Taux d’occupation: Plein temps
Ouvert aux expatriés: Non
Lieu de travail: Kyegegwa, Uganda
Descriptif du poste
The International Rescue Committee (IRC) is an international non-governmental organization founded in 1933. IRC works in 28 countries providing relief, protection, and resettlement assistance to refugees and displaced populations. IRC was registered in Uganda in mid-1998 and implements rehabilitation activities in the sectors of Child and Youth Protection and Development, Economic Recovery and Development, Health and Women Protection and Empowerment. IRC Uganda has a head office in Kampala, field offices in Kitgum, Moroto, Yumbe, Imvepi, and Kyaka II,
Job Overview:
Under the supervision of the M&E officer, the Program Administrative Assistant will act as the focal point for all Programs staff under the APEAL Project ie WPE & PRoL department providing administrative support and handling their queries. He/She will handle office stock, preparing regular purchase requests, payment requests and reports, preparing periodic procurement plans, organizing and maintaining program records. He/She should have knowledge and understanding of handling of office equipment and tools.
Duties and responsibilities
- Draft and follow up on office purchase and payment requests for the Programs team ie manage program/office supplies through receiving and making release orders
- Support the Managers within WPE and Protection sectors to review PR tracking sheets shared by supply chain on weekly basis.
- Participate in the development of quarterly procurement plan for WPE & PRoL departments.
- Act as a liaison between Program, Supply Chain, Finance, HR and Program departments
- Organize a filing system for all program documentations while adhering to IRC confidentiality policies.
- Maintain program calendar and schedule appointments
- Book and/or schedule meetings and training venues for Program activities as and when need arises.
- Liaise with Managers in the Programs department to schedule in-house and external events.
- Work with the Managers in Program department to ensure staff submit their timesheets to HR in time.
- Support Program Managers in partnership with the HR Personnel to handle program staff leave database in accordance with IRC regulations.
- Ensure relevant information concerning staff is shared with HR/Admin Personnel on a regular basis where need be.
- Communicate any staff welfare concerns to the HR/Admin Officer when needed on a regular basis.
- Perform any other duties assigned by Supervisor
Profil
- Bachelor’s degree in Social Work and Social Administration, Social sciences or any other related field of study.
- 2 years of relevant professional experience in program administration
- Previous working experience with an international NGO in a cross-cultural setting, preferably with programs sector is an added advantage.
- Works well and collaboratively with team members and people of different cultures, gender and backgrounds to achieve results.
- Multi-tasker, flexible and prepared to work additional hours when needed
- Ability to work independently with minimal direction
- Ability to work well under pressure in changing environments, yet remain productive and focused;
- Good computer knowledge and skills including Microsoft Excel, Access, Word, Outlook, and Power Point.
- Excellent interpersonal and communication skills
Please note: Deadline for receiving applications is May 30th 2021.
The IRC and IRC staff must adhere to the values and principles outlined in IRC Way – Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.
We are committed to narrowing the gender gap in leadership positions. We offer generous benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances. We welcome and strongly encourage qualified female professionals to apply.
All staff, regardless of role, are required to create a culture of client responsiveness by requesting and using client feedback data to make decisions. In addition, all staff are expected to demonstrate inclusiveness when making programmatic decisions and working with clients, partners and colleagues from diverse backgrounds. You can read more about the IRC’s commitment to client responsiveness here: https://www.rescue.org/resource/client-responsiveness-introduction-and-faq
IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.