About URC ASSIST Project:
University Research Co., LLC (URC), a US-based public health organization working in Uganda since 2005, is implementing the USAID Applying science to strengthen and Improve Systems (ASSIST) Project which is a five-year cooperative agreement dedicated to improving health, population and nutrition services through technical support to service delivery institutions, country Ministries of Health, USAID country missions, and cooperating agencies.
Job Summary: The Program Officer will provide general project administrative support to USAID ASSIST Gulu technical staff and other partners with the overall aim of ensuring smooth functioning of operations and project activities. The Program Officer will also be responsible for maintaining proper procurement processes and procedures in accordance to the USAID procurement rules and regulations, providing administrative support for the implementation of project-supported activities.
Key Duties and Responsibilities:
1. Project Management:
Provide administrative support during trainings, workshops and meetings; Ensure proper room arrangements and facilitation of participants; paying perdiem and transport refunds to participants; arrange and coordinate venues; organize stationary /printing /training equipment/copying, sorting and packaging.
Works closely with the technical staff to prepare invitations for meetings/workshops and follow up with participants as needed.
Schedules and convenes executive and stakeholder meetings; takes meeting minutes, prepares and distributes the minutes in a timely manner. Identifies action items and ensures follow-up on action items through to their completion.
Actively coordinates all domestic travel and hotel arrangements related to URC – ASSIST project activities.
Ensures that all travel arrangements are in compliance with USAID regulations and URC procedures.
Account for money advanced for any purchases and payments made during the meeting/workshops.
2. Fleet Management:
Actively monitor and control vehicle allocations and movement.
Ensure availability of fuel to allow for no disruption in programs
Ensure vehicles are kept in good condition to ensure maximum safety of employees and products.
Develop weekly field travel schedules for staff and allocating drivers accordingly.
Manage the pool of vehicles including maintenance.
Ensure all vehicles have valid insurance and drivers/technical persons to driver office vehicles have valid driving permits.
Monitor vehicle log books.
Generate clear & concise communication flows between drivers and staff concerning work expectations and route requirements.
Keep track of all fuel card utilization and make monthly report.
3. Procurement & Stores Management:
Works closely with the Finance Officer to purchase stock for all general office supplies, and ensures safe custody and proper use and maintenance of office supplies.
Responsible for the organization stores; s/he will receive, issue and ensure all inventory in the stores is safe and adequately recorded on a daily basis.
Manage the regular upkeep and maintenance of the store, ensuring the availability of adequate amount of office stationary, cleaning material and other goods in the stores.
Works in consultation with the Project Finance team, coordinate payment of goods and services upon receipt of invoices in accordance with URC policies and ensure compliance with USAID financial and procurement policies and procedures.
4. Inventory Management:
Keenly track project inventory in URC format including equipment, furniture and vehicles.
Ensuring an efficient inventory tracking and management system and maintaining adequate stock levels at all times.
Ensure that all assets are signed for by respective users.
Maintain office inventory and tag each individual with inventory serial numbers, conduct a semi-annual physical inventory review and record any losses or damaged furnishings and or equipment.
Maintain and update the Inventory register, including a physical count done at least twice a year and make reports on the inventory status and submits them to the supervisor.
5. Other Responsibilities:
Establish and oversee all information and filing systems required to verify use of project resources and supplies, including purchase order files.
Keenly monitor hotel services and book staff in different hotels as requested.
Perform any other task assigned by the supervisor.
Qualifications, Skills and Experience:
The ideal candidate for the USAID ASSIST Project Program Officer should hold a Bachelor’s Degree in Business Administration, Procurement & Supply chain management, SWASA or related field.
Post Graduate in Project Planning & management.
A minimum of three or more years’ relevant work experience in a similar position in an NGO setting.
Excellent Planning, organising, communication and interpersonal skills.
Possess the ability to work in a multicultural environment, pay attention to detail and maintaining confidentiality is a must.
Computer literacy skills i.e. Proficiency in MS office.
Be a person with high integrity.
Good knowledge and understanding of USAID regulations and rules is desired.
How to Apply:
All suitably qualified and interested candidates who wish to join University Research Council’s USAID Project should send an application Letter, updated CV, and relevant academic documents as well as names and contact information for three professional references and day-time contact numbers to: The Human Resource Officer- USAID ASSIST Project, University Research Co., LLC, Plot 40, Ntinda II Road, Naguru, P.O. Box 28745, Kampala, Uganda.
E-mail: assistugandarecruitment@urc-chs.com
NB: Please clearly indicate the position in the subject if you are sending electronically. Only short listed candidates will be contacted.
Deadline: 3rd April, 2015 by 5:00PM