About US:
Development Alternatives Inc. (DAI) is a private development company based in Washington, D.C. DAI works on the frontlines of international development. Transforming ideas into action—action into impact. We are committed to shaping a more livable world. We tackle fundamental social and economic development problems caused by inefficient markets, ineffective governance, and instability. We work with a wide range of clients, including national and local governments, bilateral and multilateral donors, private corporations, and philanthropies.
About USAID P&R Project:
Preparedness and Response (P&R) is one component of USAID’s Emerging Pandemic Threats (EPT 2) program. P&R has a dual mandate to help countries design and implement National Preparedness and Response Plans for public health events of unknown etiology and to establish and strengthen National One Health Platforms. Our goal is to help address the practical issues confronting national governments as they strive to cope with the human, financial, and logistical constraints associated pandemic threats. The P&R project provides technical assistance and training services to build national and regional capacity in a sustainable manner.
Job Summary: The Administrative Assistant is a key member of the regional office team for the support of all day-to-day business operations of the office. The Administrative Assistant is responsible for implementing administrative systems, procedures, and policies. He/she will also coordinate with all the regional office staff, as well as home office administration staff based in the United States.
Key Duties and Responsibilities:
1. Office Administration:
Provide timely administrative support to ensure that office operations are maintained in an effective, up to date, and accurate manner;
Act as an office receptionist, greet visitors and ensure reception coverage at all times during business hours;
Handle calls, mail, and electronic communications and interface as appropriate to parties passing through or using the project office. In addition, route messages and information to appropriate individuals, paying particular attention to channeling communications to other project offices.
Support in performing competitive procurements for goods and services (examples: cleaning, office supplies, interpretation) and negotiate with vendors.
Resolve administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions;
Complete operational requirements by scheduling administrative projects; expediting work results;
Significantly contributes to team effort by accomplishing related results as needed;
2. Inventory Management:
Maintain supplies inventory by: checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
Ensure operation of equipment by: completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
Keep updated record of equipment issued to staff.
3. Meeting, Travel, and Schedule Management:
Schedule and prepare materials for meetings.
Take, prepare, and distribute minutes from meetings.
Support the Travel & Logistics Coordinator with making logistical arrangements for all meetings and trainings including procurement of stationery, venues, and making travel arrangements.
4. Records Management:
Develop and maintain office filing systems in accordance with the project record map.
Support the Accountant with uploading financial vouchers to the Box system.
Input, update, and maintain TAMIS database.
Secure information by completing data base backups.
5. Human Resources:
Ensure timeliness of timesheet submission by all local employees.
Works closely with the insurance carrier and social security manager for new hires and departing employees.
Qualifications, Skills and Experience:
All applicants who wish to join DAI’s USAID Project should hold a University degree in business administration or relevant field.
At least three years’ work experience in the administrative, secretary, or general office support functions.
Working knowledge of USAID policies and procedures preferred; USAID experience or work on international donor-funded projects a plus.
Excellent communication and interpersonal skills,
Possess the ability to work effectively in a team environment.
Highly capable of operating various office equipment, such as printers, scanners, telephones, etc.
Flexible and eager to learn, willing to perform assigned and additional duties as required.
Possess the ability to work well under pressure.
English language fluency required.
How to Apply:
All suitably qualified and interested candidates who wish to join the USAID DAI Project should send their updated CVs to PRPrecruitment@dai.com.
The Subject of the E-mail should read: “UGANDA ADMIN ASSISTANT”
Deadline: 7th March, 2015.