Administrative Officer Job Vacancy at Private Sector Foundation Uganda (PSFU)

Job Title: Administrative Officer

Job Location:  Kampala, Uganda

Employer: Private Sector Foundation Uganda (PSFU)

Project Name: Competitive and Enterprise Development Project (CEDP)

Funding Source: World Bank

Reports to: Project Coordinator, CEDP

About CEDP:

The Government of Uganda has received credit from the World Bank towards implementation of the Competitive and Enterprise Development Project (CEDP). The project development objective (PDO) is to improve the competitiveness of enterprises in Uganda through supporting reforms in priority productive and service sectors geared towards a better investment climate with particular focus on MSMEs.

The 5 year project comprises of four major components and will be implemented by seven agencies. However, the overall coordination of the Project will lie with the Private Sector Foundation Uganda (PSFU) through a Project Coordination Unit (PCU).

Job Summary: The CEDP Administrative Officer will be responsible for all activities aimed at ensuring the efficient administration of the project. As office Superintendent, the administrative officer shall manage and oversee activities of the support staff and ensure that any matters are promptly and appropriately handled. The Officer will also ensure that office logistics are availed and functional at appropriate times and that the project environment is serene.

Job Duties: 

• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals, Answer enquiries in form of telephone or email and providing general information. Assist in making outgoing calls when requested by other staff.
• Receive, and direct stakeholders/visitors to appropriate Officer.
• Receive and sort mails, collecting and distributing mails to respective offices. Confirm receipt of mails or documents
• Responsible for keeping the reception tidy
• Photocopying and filling and maintaining attendance register.
• Arrange travel reservations for office personnel.
• Schedule and confirm appointments for clients, customers, or supervisors.
• Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
• Take dictation in shorthand and transcribe information.
• Operate electronic mail systems and coordinate the flow of information both internally and with other organizations.
• Operate office equipment such as fax machines, copiers, and phone systems
• Process all matters of general office administration and staff matters and administer daily office operations and coordinate logistic requirements
• Coordinate and organize meetings including venues, facilities, document preparation and catering.
• Prepare attendance register for participants in workshops or conferences
• Support drafting, editing and finalizing reports and correspondences.
• Prepare, type, and distribute meeting notes, routine correspondence, and reports.
• Ensure that all documents, correspondences are appropriately and securely filed meticulously.
• Formulate and implement/administer Human Resource procedures, and monitor their effectiveness.
• Follow up all service contracts e.g. security services, cleaning services etc under the PCU to ensure that they are implemented in accordance with the terms therein, and renewed on time.
• Identify and rationalize career and training opportunities/needs for project staff.
• Make sure all Human Resource data types and reports are continually kept up-to-date.
• Keep an inventory of the equipment and goods for the project.
• Perform any other duties incidental to the above as may be assigned by the Project Coordinator from time to time.

Key Performance Indicators:

• Well Maintained staff files and office records that are complete and accurate
• Up to date stores register.
• Workshops, conferences and meetings are well coordinated
• Tasks accomplished within deadlines.
• Feedback from Stakeholders and Staff demonstrates effective and courteous communication skills

Job Requirements:  

• The candidates should hold an honour’s bachelors’ degree in Administrative & Secretarial Science, Social Sciences, development studies, Business Administration, Management or a related field. A post-graduate qualification in human resource management, project planning & management, business administration, stores/logistics management, secretarial is an added advantage.
• Be knowledgeable in modern Office systems and must be computer literate.
• Be highly familiar with efficient working environment where targets must be met timely, and there may need to work long hours; for example under a Donor funded project Coordination/Implementation unit. s
• Excellent communication, negotiation and interpersonal skills.
• Possess the ability to plan, organize, solve problems, implement, monitor and evaluate tasks and to deliver outputs to meet required deadlines; ability to relate well with a multiplicity of stakeholders; self-motivated and team worker, and of demonstrable and unquestionable level of integrity.
• Ability to work with minimal supervision.
• Excellent drafting, report writing and communication skills
• Strong ability to organize and prioritize workloads, meet deadlines and targets.
• Proven ability to work as a team leader/team member.
• Computer literacy skills i.e. knowledge of Microsoft Office, email and Internet is essential
• Must have a typing speed of at least 40 words per minute.
• Proven integrity and confidentiality in handling public resources and in executing duties as demonstrated by the letters from the referees

Deadline Date: 01/09/2014

How to Apply: 

Please deliver your application letters, updated curriculum vita and photocopies of academic and professional certificates to the address below.

Please indicate the position being applied for on top of the envelope.

The Project Coordinator,

Competitiveness and Enterprise Development Project (CEDP)

Private Sector Foundation Uganda (PSFU)

Plot 43, Nakasero Road,

P. O. Box 7683, Kampala- Uganda.