Job Title: Office Administrator
Organisation: Ministry of Agriculture, Animal industry and Fisheries
Funding Source: National Oil Seeds Project (NOSP)
Duty Station: Entebbe/ Kampala, Uganda
Reports to: Financial Controller
About US:
The Government of Uganda (GoU) has received a loan from the International Fund for Agricultural Development (IFAD) and the OPEC Fund for International Development (OFID) towards financing a ten-year National Oil Seeds Project (NOSP). The Project is being implemented by the Ministry of Agriculture Animal Industry and Fisheries (MAAIF) as the Lead Project Agency, in partnership with the Ministry of Local Government (MoLG) other agencies, the private sector and farmer Organizations. The Project will be implemented in six area-based hubs: West Nile, Gulu, Lira, Karamoja, East and Mid- Western Uganda.
The project goal of the NOSP is: “inclusive rural transformation through sustainable development of the oilseeds sector”, while the Programme Development Objective is to accelerate commercialisation in key oilseeds value chains and thereby improve the livelihoods and resilience of the smallholders engaged in oilseed production and marketing”.
Job Summary: Reporting to the Financial Controller, the Office Administrator will provide administrative support to the project.
Key Duties and Responsibilities:
- Manage the front office and operate the telephone exchange of the PCU
- Project a good image of the project by courteously and expeditiously responding to inquiries and queries from visitors.
- Ensure appropriate faxing, mailing, filing, compiling, transcribing and making project meeting appointments with relevant stakeholders.
- Maintain hard copy and electronic filing system for the Project.
- Coordinate and maintain records for PCU staff, office space, phones and office keys. 6) Maintain and distribute PCU staff weekly travel schedules and coordinate travel itineraries for visitors to the project including those of mission members.
- Be responsible for logistics including booking of accommodation in Kampala and in the Project area and allocation of the travel vehicles and drivers.
- Schedule meetings/events and remind the relevant persons on the meetings.
- Open, sort and distribute incoming correspondence, including faxes and emails.
- File and retrieve organizational documents, records and reports.
- Arrange for the repair and maintenance of office equipment.
- In liaison with Communications Department, assist in special events, commissioning of works, product launch, and annual review workshops etc.
- Oversee all aspects of general office coordination and guide visitors and interns to responsible offices.
- Supervise the project drivers and Office Attendants.
- Carry out other duties as may be assigned by the NOSP management.
Qualifications, Skills and Experience:
- The applicants should be Ugandans holding an Honours Bachelor’s Degree in Business Administration, Administration/ Management Studies or a related field from a recognised University/ Institution.
- A minimum of a post graduate Diploma in any of the above fields is of added advantage.
- At least four years of experience in general office responsibilities and procedures
- Demonstrated experience in performing secretarial and administration work is required Competencies:
- Knowledge of principles and practices of organizing, planning, records management and general administration
- Ability to operate standard office equipment, including but not limited to, computers, telephone systems, copiers and facsimile machines.
How to Apply:
All candidates should send their written applications with copies of identification documents, academic credentials, testimonials and detailed Curriculum Vitae (CV), indicating contact details of (03) referees addressed to the Permanent Secretary, Ministry of Agriculture, Animal Industry and Fisheries, P.O. Box 102 Entebbe, Uganda or hand delivered to the Ministry Registry located at Plot No.14 Lugard Road, Entebbe. Uganda
NB: Only shortlisted candidates will be contacted
Deadline: Friday 4th November 2022