SNV recruits 01 Management Assistant

Management Assistant

Kampala, Uganda

Full-time

Contract type: National employment contract

Company Description

SNV Netherlands Development Organization is a not-for-profit international development organizational founded in the Netherlands in 1965; and currently maintains a global presence in 30 countries; across Africa, Asia and Latin America. SNV has been present in Uganda since 1989 and currently undertakes donor funded programming within 100+ districts across the country. As an organisation, SNV focuses on the Agriculture, WASH and Energy sectors and maintains the belief that no one should have to live in poverty; and that all people should have the opportunity to pursue their own sustainable development. SNV contributes to programming within the Agriculture, WASH and Energy sectors by strengthening the capacities of targeted partners and communities at the field level; in order to realize increased skill sets and sustainable performance; reduce poverty levels, expand employment; improve food security; while paying special attention to gender equity, social inclusion of marginalized groups and stakeholder accountability.

As our programme in Uganda continues to grow, we are looking for an  experienced  dynamic professionals to join our team. Interested candidates should meet the basic qualifications outlined within the Candidate Profile and exhibit a strong desire to be a catalyst for change

For more information on our operations in Uganda and SNV, visit our website: www.snv.org

Job Description

Correspondence

Prepare, formalize, send and file external as well as internal letters/reports /e-mails/bulletins, based on agreements and instructions of the manager, as well as other project management unit (PMU) staff, and with approval when needed.

Support report/document formatting, lay-out and basic editing in alignment with the SNV house and project specific style.

Develop templates and tracking tools for project related documentation and activity planning across the three project countries (Uganda, Kenya and Tanzania)

Agenda

Make appointments for, and manage (part of) the agenda of the assigned manager as well as other PMU staff and coordinate travel arrangements and visa applications where needed, in consultation with logistic support, conform procedures and in line with agreements with the manager, signal bottlenecks in planning and suggest solutions.

Assist in the coordination and compilation of monthly and quarterly staff and team planning – and provide the link to admin/finance and logistics as needed.

Meetings

Organize and co-ordinate meetings (e.g. workshops, events) of the assigned department or project team, take care of housekeeping affairs,  take and distribute minutes.

Communication

Receive and dispatch incoming calls/e-mails and make outgoing calls/mails and give answers to basic questions, based on the communication guidelines, SNV house style and agreements with manager.

Archiving

Control, distribute and file documents for the manager and/or the team, maintain filing system, in line with archiving procedures and agreements with users.

Support the project communication officer and project manager in the organization and updating of project files on SharePoint.

Administration

Gather relevant (financial, HR related) data and provide input to administrations / keep basic administrations, based on administrative procedures and formats.

Qualifications

 A Bachelor’s Degree in the field of Business Administration, Communications, Public Relations,  Secretarial Studies, Office Management studies, or and any other relevant field.

Minimum four (4) years relevant work experience, ideally in office Management, public relations or busy project support unit/office.

 Ability to work without supervision.

Excellent written and verbal communication skills in English.

Excellent administration skills, able to organise own work and make follow-up on tasks as required.

Ability to follow required procedures and guidelines.

 Ability to give good attention to detail.

 Flexible, dynamic, excellent interpersonal skills, able to relate effectively with a wide range of people and cultures.

Proficient computer skills – Must have ability to use Microsoft Word, Excel and Outlook to communicate, document and analyse data.

Excellent service skills in a fast paced environment

Excellent organizational and multi-tasking skills

Excellent communications skills, both written and verbal

Practical applied, non theoretical knowledge of secretarial and office management processes, gained by vocational education and experience on the job is required.

Job requires understanding of the processes and methods of  operation of the person and/or team worked for.

Additional Information

Application Deadline: by 20th  April  2019.

Contract Duration : 2  years initial contract with possible extension

Contract Type: Uganda National Contract

Duty Stations: Kampala

Desired Start Date: 1 June   2019