World Vision International

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Programme Support Assistant - Nakasongola Cluster

Job Description

Position: Programme Support Assistant - Nakasongola Cluster

Report to: Programme Manager

Location: Nakasongola District

Purpose of the position:

  • Provide operational and logistical support to the Programme Office

Key Outputs/Responsibilities.

Logistics and administration support

  • Screening incoming telephone calls, mails, inquiries, and requests and handling them as appropriate, including relaying accurate and timely messages and answering of queries.

  • Maintain a database of assets.

  • Managing a filing system for record control of key documents.

  • Provide logistical support and back-up to in the planning of meetings and workshops.

  • Ensure adequate stocks of key office materials are in place at all times.

  • Maintaining supplies/logistics inventory and preparing requisitions for office supplies and equipments.

  • Related support including secretarial duties as required such as timely printing, photocopying and binding of documents..

  • Ensure that office is kept tidy and clean.

Support to staff

  • Providing information and guide staff on administrative processes, procedures and requirements.

  • Facilitate and support staff on logistical and administrative requirements such as travels, follow up on requisitions, etc on regular basis

  • Support staff on follow-up of internal communications and actions.

Planning and organizing meetings

  • Compile calendar/s of key events.

  • Support planning of the events and meetings.

  • Follow up on meeting invitations through emails and phones as is appropriate.

  • Planning for and managing logistics for regional meetings and other forums such as workshops and reflection/ learning events.

Guest logistics

  • Plan for guest logistics:

  1. Transport

  2. Accommodation

  3. Scheduled meetings, entry and exit briefs, etc.

  4. Handle check in and out of guests from hotels.

  • Support guest’s general needs like shopping, church service.

Reporting

  • Following up with all staff on submission of their monthly reports.

  • Draft regional monthly report for PM’s review and submission to ROM within the stipulated timelines.

  • Following up with responsible staff on status implementation of key action points and decisions from the meetings/fora.

Qualifications: Education/Knowledge/Technical Skills and Experience

  • Preferably a Bachelor’s degree.

  • Must be a committed Christian, able to stand above denominational diversities.

  • Must have knowledge in computer applications like MS Office and data base management

  • Knowledge in logistical operations

  • Effective communication skills.

  • Excellent customer care and public relations.

  • Abilities in office administration and organization.

  • Strong interpersonal skills.

  • Very strong relational and communication skills.

  • Commitment to World Vision mission and partnership values and sensitivity to its various expressions across cultures and denominations.