Administration Officer Swiss Africa Aid

The Administration Officer will provide support and assistance to the technical team on project management and implementation activities in Kampala Office. S/he will coordinate with the Swiss Africa Aid Country Office to provide critical operations support to the TB Private Sector team. S/he will be responsible for administrative duties including travel and logistics arrangements, technical team event arrangement and visitor liaison functions.

Responsibilities
• Provide support to the technical and program staff/team including secretarial duties, such as word processing, filing, scheduling and confirmation of appointments Develop and maintain a comprehensive electronic and paper filing system.
• Assist with the planning, logistics and management of meetings, workshops and trainings and be responsible for taking and disseminating the minutes
• Set up, maintain and update the filing system to include project documents including work plans, project reports, project updates and other project – related documents. Maintain and distribute project materials as appropriate or as directed by senior project staff.
• Assist technical team members with the preparation of routine and ad hoc project reports, such as weekly updates, annual work plans,
• Responsible for coordinating travel authorization (TA) and travel expense reports of staff and coordinate with accounting and finance staff to ensure timely submission of the TAs and Make staff travel arrangements e.g. hotel bookings, ticketing, travel insurance etc.
• Maintain and update an accurate inventory of all TB Private Sector property, such as computers and laptops, printers, office furniture, office supplies and other office
• Make sure that all borrowed equipment is returned after use by staff and/or consultants.
• Assist local procurement in accordance with Swiss Africa Aid and USAID regulations and procurement plans, including oversight of all bids and billing as
• Perform other duties as directed by the country director

Qualifications
• Bachelor’s degree in business studies, Social Sciences or public health or related field.
• At least 2 years’ relevant experience in office management, administration and procurement.
• Prior work experience on USAID programs with USAID funded programs is an advantage.
• Working knowledge of office software, including Word, Excel and PowerPoint.
• Must be well organized, self-starter with attention to detail.
• Must have excellent communication skills and good command in both written and spoken English.
• Ability to manage and complete numerous tasks with a high degree of organization and limited resources.
• Experience of proactively identifying risk, addressing issues and appropriately communicating these to the project staff and country office as needed.
• Able to work independently and on a team.
• Ability to meet deadlines with strong attention to consistency, detail, and quality.
• Ability to travel within country if needed.