Job Title: Administrative Assistant
Organisation: Chemonics International Inc
Duty Station: Kampala, Uganda
The Famine Early Warning Systems Network (FEWS NET) is an integrated set of activities funded by the United States Agency for International Development (USAID) intended to provide timely, accurate, evidence-based, and transparent food security early warning information and analysis. Created in 1985 in response to famines in East and West Africa, FEWS NET provides global coverage through a mix of presence and remote monitoring. FEWS NET’s work is implemented across several pillars by a team of partners that includes NASA, NOAA, USGS, Kimetrica, and Chemonics International (Chemonics). Chemonics implements FEWS NET’s integrated emergency food insecurity analysis through a Washington-based technical office and more than 20 field offices.
Based on in-depth understanding of local livelihoods, FEWS NET analysts monitor information and data on factors that affect food security, such as weather conditions and climate, crops, pasture, markets and trade, and nutrition. FEWS NET produces regular reports, including Food Security Outlooks and Outlook Updates, emergency alerts, market and price updates, and global weather hazards. FEWS NET makes reports available at www.fews.net and distributes them globally to governments, relief agencies, and other organizations engaged in humanitarian response and development programs.
The seventh phase of FEWS NET (FEWS NET 7) began in 2019 and relies on close collaboration with international, regional, and national partners on food security analysis and reinforcement of food security networks. Major activities include joint monitoring and assessments, data exchanges, collaborative analysis and report writing, and technical capacity strengthening. FEWS NET supports local and regional food security networks to contribute to achieving the global objective of food security for all.
Job Summary: The Administrative Assistant (AA) serves as a member of the administrative support team on the FEWS NET project. Job responsibilities concentrate on supporting the Office Manager/Accountant (OM/A) and Country Representative to facilitate the administrative and financial operations of the FEWS NET office. The AA will also be responsible for backstopping the OM/A when he or she is on leave.
Key Duties and Responsibilities:
- Provides administrative support to the project and assists the OMAO with record-keeping and bookkeeping.
- Develops and maintains required administrative office systems.
- Assists the OM/A with handling the petty cash account.
- Scans all the finance and administration files and keep the electronic filing system.
- Maintains project office files to ensure that all correspondence and documents are properly copied and filed in accordance with the filing system.
- Maintain tax records and trackers and report taxes in a timely manner.
- Prepares all necessary administrative forms for project-related items.
- Oversees the purchase of office supplies and other related items.
- Maintains travel records and trackers including, but not limited to, air tickets, ground transportation, hotel reservations, and visas.
- Maintains inventory tracker and oversees the maintenance of office equipment
- Oversees the vehicle logbook and ensures that the vehicle is properly maintained.
- Maintains trackers and ensures that the leave records are properly maintained in personal files.
- Performs other ad-hoc tasks that may arise.
Qualifications, Skills and Experience:
- The applicant must hold a bachelor’s degree in Accounting, Finance, Business Administration, or related field is required. Significant, directly related professional experience can substitute for education experience.
- At least three years of relevant experience in an equivalent position.
- Proficiency in written and spoken English is required.
- Prior international donor project experience is preferred.
- Familiar with MS Word, Outlook, PowerPoint, and Excel software.
- Possesses excellent organizational and multi-tasking skills. Strong communications and interpersonal skills.
- Ability to perform well with minimal supervision.
- Ability to prioritize work assignments to foster timely work completion.
How to Apply:
All suitably qualified and interested candidates should fill out the general information form and upload their CV and a cover letter here: Click Here. All application materials, including responses to the general information form, CVs, and cover letters, should be provided in English
NB: Only shortlisted candidates will be contacted.
Deadline: 11th October 2022