Job Title: Program Assistant/Receptionist
Organisation: Elizabeth Glaser Pediatric AIDS Foundation (EGPAF)
Duty Station: Lira, Uganda
Reports to: Human Resources Officer
About US:
Elizabeth Glaser Pediatric AIDS Foundation (EGPAF) is an international non-profit human development organization on a mission to create a world where no mother, child, or family is devastated by HIV and AIDS, and we are making an impact. Join us in our fight for an AIDS-free generation!
About USAID Project:
EGPAF is implementing USAID’s Uganda Health Activity (UHA) with the aim of helping to improve overall health system resilience and to increase the survival and well-being of vulnerable populations in USAID Uganda priority districts.
Job Summary: The Program Assistant/Receptionist will be responsible for welcoming guests, answering and transferring telephone calls, and monitors access to the office by guests to ensure safety and security. The role will also include keeping up-to-date records of all inventories in stock, verifying and receiving all goods delivered to the EGPAF, and appropriately recording all goods received.
Key Duties and Responsibilities:
Administrative duties
- Work in close collaboration and cooperation with the other project staff to deliver on all the office administrative needs e.g., supplies.
- Responsible for the day-to-day logistics of program training/workshops, management, and monitoring/audit of sites/facilities suppliers, and inventories.
- Front desk Management.
- Responsible for office hygiene – thorough cleaning, periodic fumigation, garbage collection contracts, office utilities, etc.
- Ensure the security of the Field Office premises is maintained.
- Planning and scheduling meetings and appointments.
- Coordinate the logistics for workshops, seminars, and training.
- Coordinate hotel bookings, transportation, logistics, and other travel needs for field staff.
- Provide logistical and clerical support to the program staff as needed.
- Organizing and maintaining files and records.
- Works closely with the drivers in charge of the mailing function and administrates the weekly courier. Receives and distributes mail accordingly.
- Acknowledges receipt of all incoming mails, registers the same, and channels to the responsible official for action.
- Takes minutes/puts together report on staff meetings, and circulates final copy to all staff, filing copies for reference.
Stores management
- Receive and record items delivered in-store and ensure proper storage.
- Track all items that are dispatched to ensure that they reach their final destinations.
- Work with the Finance and Admin Officer to track and follow store requests including requests placed in the Electric Procurement Management system to ensure timely deliveries.
- Follow up on all store dispatch forms (ERFs, District letters, transfer memos) that have been issued for items that have been issued and ensure that they are returned and fully signed.
- Issue stocks on request against official and approved documentation.
- Maintain orderly and up-to-date documentation and filling system of store items.
- Organize, clean, and maintain an orderly store, and carry out any other duties reasonably assigned by the Supervisor.
Receptionist
- Receive and direct visitors in an efficient and courteous manner.
- Ensure that the reception area is clean and tidy.
- Carry out any other duties reasonably assigned by the Supervisor.
Qualifications, Skills and Experience:
- The applicant must hold a Bachelor’s degree in Business Administration, Management, Commerce, or any other related field.
- Three years of relevant experience in a similar position, preferably with a USAID-funded agency or nongovernmental organization.
- Prospective candidates should have experience working in a busy organization handling big-volume procurement under minimal supervision.
- Knowledge of local languages will be an added advantage.
Competencies:
- Clear commitment and record of achievement to building the capacity of local partners and the community.
- Training in computer applications is required plus a good working knowledge of computers with the ability to use Microsoft Word, Excel, PowerPoint, etc.
- Good data analysis skills and ability to think concisely, and critically as well as distill information to lay audience.
- Excellent verbal and written communication skills in English.
- Team player with good interpersonal skills and the ability to work in a diverse social and cultural environment.
How to Apply:
All qualified and interested candidates should apply online at the link below.
Deadline: 8th January 2023