Program Support Assistant

Reports to: Regional Operations Manager

About WVU:

World Vision Uganda is a Christian Relief, Development and Advocacy Non-Government Organization dedicated to working with children, families and communities to overcome poverty and injustice. We currently work in over 41 districts in Uganda. World Vision is committed to the protection of children and we will not employ people whose background is not suitable for working with children. All employment is conditioned upon the successful completion of all applicable background checks, including criminal record checks where possible. “Our Vision for every child, Life in all its fullness. Our prayer for every Heart, the will to make it so.”

Key Duties and Responsibilities: 

1. Logistics and Administration Support:

• In charge of screening incoming telephone calls, mails, inquiries, and requests and handling them as appropriate, including relaying accurate and timely messages and answering of queries.
• Managing a filing system for record control of key documents in the region/Cluster.
• Offer logistical support and back-up in the planning of meetings and workshops
• Maintaining supplies/logistics inventory and preparing requisitions for office supplies and equipment.
• Related support including secretarial duties as required such as timely printing, photocopying and binding of documents.
• Ensure that Pader office is kept tidy and clean.
• Taking and preparing minutes of Devotions and other assigned meetings and distributing (as may be applicable)them to members within 7 days after the meeting,
• Providing weekly schedules indicating who is travelling where
• Technically support the P&C Officer in administrative duties including tracking of staff vacations and other benefits e.g. medical insurance forms/cards.
• Ensure the maintenance of the Field Office Team House and Kitchen at the highest standards of health and safety
• Maintain and communicate to the Program Manager and Program staff a servicing schedule for Office Equipment
• Related support to other projects as required such as timely printing and binding of proposals, project introduction letters for district leaders etc.

2. Support to Pader Field Office staff:

• Providing information and guide staff on administrative processes, procedures and requirements.
• Actively facilitate and support staff on logistical and administrative requirements such as travels, follow up on requisitions, etc on regular basis.
• Support ROM and P&C (Regional PSA) on follow-up of internal communications and actions.

3. Support Field Office meeting/forums:

• Technically support in developing calendar/s of key events.
• Support planning of the events.
• Follow up on meeting invitations through emails and phone calls as maybe appropriate.
• In charge of the planning for and managing logistics for the field office meetings and other forums such as workshops and reflection/ learning events.

4. Reporting:

• Following up on behalf of the Project Manager with Project Officer, DM&E Officer and Driver on submission of monthly reports.
• Following up with responsible staff on status implementation of key action points and decisions from meetings.

Qualifications, Skills and Experience: 

• The World Vision Program Support Assistant should hold a Degree in Office Management, Education or its equivalent
• At least two years’ experience in a similar role
• Excellent verbal and written communication skills
• Highly computer literate
• Possess the ability to work with minimal supervision
• Demonstrates teamwork
• Excellent track record demonstrating high integrity, reliability and dependable
• Show commitment to World Vision Core Values and Vision Statement
• Possess the ability to exhibit exemplary lifestyle as interpreted in specific local cultural context

NB: Only Ugandan Nationals are encouraged to apply.

How to Apply:

All suitably qualified candidates are encouraged to apply online by visiting World Vision International’s e-recruitment jobs portal at the web link below.

Qualified female candidates are particularly encouraged to apply.

Deadline: 3rd April, 2015.