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Wakiso, Uganda

Full-time

Deadline: 

January 15, 2024 at 2:00:00 PM

About the Organisation

CEFROHT is an indigenous not-for-profit legal advocacy and action-research organization using a Human Rights-Based Approach to promote food, and adequate living rights. CEFROHT’s mission is to use legal tools for food justice, and adequate living through integrated programs; that is, Social justice and Strategic Litigation, Advocacy, and Community Empowerment.

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Job Title

Administrative Assistant job at Cefroht

Job Description

PURPOSE OF THE POSITION
The purpose of this position is to provide administrative support to ensure efficient operation of the
organization. It also serves as the eyes and ears of the organization, providing information, answering questions, and responding to requests. Your work is essential to the staff compliance to organization’s set policies and guidelines and management of the entire organization.


It specifically provides to manage the overall operations and the effective and successful management of labor, productivity, quality control and safety measures as established under
CEFROHT’s institutional development program.
Enhance the operational procedure, systems and principles in the areas of information flow and management, enhanced management reporting and looks for opportunities to expand systems.
Supervisory responsibilities in accordance with company’s policies and applicable laws.

SCOPE
This position provides high-level administrative support for operations of the organization, human
resource management and organizational representation.


Implement the processes and practices in the organization including formulating strategy, improving
performance, procuring material and resources, securing compliance and provide strategic leadership


in developing, reviewing, monitoring and implementation of policies, plans, strategies and programmes of the organization.

This position reports to the Director Quality Assurance

Duties and Responsibilities

Key Result Areas:

Core activities:

  • Managing and guiding the implementation of all policies, plans, programs and strategies of the organization.

  • Guiding, supervising, monitoring and coordinating operations of staff and activities of the organization in the application of the policies;

  • Work with human resource to recruit, select, train, assign, schedule, coach, counsel and discipline employees.

  • Communicate job expectations; planning, monitoring, appraising and reviewing job contributions

  • Plan and review compensation actions; enforcing policies, procedures and contribute operations information and recommendations to strategic plans and reviews; prepare and complete action plans; implement production, productivity; resolve problems; complete audits; identify trends.

  • Forecast organizational requirements; analyze variances; and initiating corrective actions.

  • Develop operations systems and implement, enforce and evaluate policies and procedures; develop processes for receiving product, equipment and utilization.

  • Maintain safe and healthy work environment by establishing, following and enforcing standards and procedures; complying with CEFRHOT policies.

  • Update job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations

  • Accomplish operations and organization mission by completing related results as needed.


Specific tasks:

  • Manage staff levels, wages, hours, contract labor to revenues

  • Responsible for all department managers and supervisors, with review/approval responsibility for all their operations.

  • Responsible for all aspects of vehicle and fleet management.

  • Responsible for overseeing the activities of the department that deals with purchases and sourcing.

  • Responsible for designing a procurement strategy and deliver products and services promptly

  • Responsible for assessing products, services and suppliers and negotiating contracts.

  • Responsible for optimizing the procurement method; Request For Proposal and Request for

  • Quotation management; Supplier evaluation and selection; Risk and compliance management; Agreement negotiation;

  • Responsible for ensuring that approved purchases are of a sufficient quality and are cost- efficient.

  • Develops plans and prepares reports or other working documents related to major CEFROHT programs.

  • Manage and integrate ongoing programs and administration of program teams across various field locations.

  • Ensure program implementation is on time, on target and on budget, using effective

  • M&E systems to demonstrate the desired impact.

  • Ensure that regular monitoring of project activities and project impact is undertaken, in

  • accordance with existing CEFROHT Monitoring, Evaluation and Learning Framework and Guidelines.

  • Oversee program implementation strategies, including partnership frameworks, beneficiary targeting, distribution processes and capacity building of partners as needed.

  • Build a cohesive team spirit and culture among staff and delegate functions and responsibilities to them while ensuring achievement of program objectives.

  • Maintain effective and positive internal communication with CEFROHT staff in all locations (head office, virtual locations and field offices).

  • Coordinate with Communications and Program teams to ensure timely and relevant messaging that aligns with strategic objectives and implementation plans;

  • Support Communications team in preparation of promotional materials, program summaries and reports.

  • Represent CEFROHT at professional forums, advocacy/policy working groups, workshops and other events relevant to CEFROHT programs;

  • Ensure that program activity and budget benchmarks are met within their established time frames;

  • Provide primary backstopping for each Program

  • Supervise, provide leadership, mentor and build the capacity of operational staff in program/project.

  • Promote accountability, communicate expectations and provide constructive feedback informally and formally via regular staff meetings, one on one meetings and performance reviews to staff.

  • Identify, build and manage collaborative partnerships with donors (both traditional and corporate), Government of Uganda representatives, consortium partners, sub-grantees, and other stakeholders;

  • Review work plans and monthly program reports, assign work to Program teams, and monitoring project life cycles to ensure milestones are met.

  • Review, edit and finalize project reports, providing feedback to project leads to ensure all requirements are met.

  • Facilitate partner and stakeholder communications.

  • Respond to inquiries and screen, direct, and follow through on all program enquiries as appropriate.

  • Assist in capturing programmatic progress, successes, case studies, tweets, and other communications requirements through photographs, videos and articles.

  • Maintains the SMT appointment schedule by planning, scheduling and coordinating meetings, conferences, teleconferences and travel within or out of the country.

  • Ensures the completion of projects by following up on results with the departments that directly report to the SMT and make reports.

  • Ensures operation of equipment by completing preventive maintenance requirements, follow malfunctions, calling for repairs, maintaining equipment inventories and evaluating new equipment.

  • Actively participates in departmental budget preparation and procurement planning for organization.

  • Act as the point of contact among executive, directors, employees, clients and other external partners.

  • Manage executives’ calendars, appointments, set up meetings, priorities of work proposals, reports keeping the ED aware of deadlines and time frames.

  • Format and review information for internal and external communication – memos, emails, presentations, reports.

  • Provide general administrative support for projects.

  • Oversee the performance and follow-up with other staff

  • Manage information flow in a timely and accurate manner

  • Working with accounting and projects team to set budgets, monitor spending, and processing payroll and other expenses.

  • Contribute in developing the policies and the procedures of the organization

  • Any other duty as required by Director Quality Assurance and Executive Director.


Key Performance Indicators

  • To facilitate tracking of the job holder’s performance during the year, the following performance indicators have been identified and agreed upon:

  • Hard copies and soft copies of monthly management reports for all CEFROHT’s programs CEFROHT’s annual report

  • Weekly or monthly program schedules or work plans.

  • Organizational communication plan for stakeholders.

  • Team building plan for staff.

  • Reports on partnership activities

  • Staff capacity building program on programming and project management

  • Hardcopies and soft copies of project management quarterly and annual reports

  • Evidence of compliancy of staff to operational procedures

  • Evidence of staff appraisals and staff performance reports.

  • Vehicle and fleet management plan

  • Evidence of proper bidding processes; solicitation for quotations for goods or proposals for services.

Qualifications and Competencies

Essential Competencies

  • The candidate should have a Bachelor’s Degree in administration, industrial or community

  • phychology or Public Health, Human Rights, Law, Social Sciences, Humanities, Agriculture,

  • Business Management or Public Administration, or a related discipline from a recognized University;

  • Post Graduate qualifications and/or training in food systems, Human Rights, project planning and management is highly desirable;

  • At least 5 years work experience with at least 2 years as Executive Assistant, Personal

  • Assistant or secretary role.

  • Experience applying for, managing and accounting for grants.

  • Experience in handling procurement processes.

  • Experience in handling complex projects in a timely manner.

  • Experience in basic accounting and financial management, auditing regulations and fulfilling project targets.


Relevant skills and attributes:

  • Excellent computer skills, letter writing and correspondence.

  • Emotional intelligence is a must

  • Excellent drafting skills.

  • Outstanding organizational and time management skills.

  • Familiarity with office gadgets and applications (e.g. e-calendars and copy machines)

  • Excellent verbal and written communication skills.

  • Discretion and confidentiality and good judgmental skills

  • Time management and ability to meet deadlines.

  • Strong organizational skills and ability to multitask.

  • Problem-solving and decision making.

  • Proactivity and self-direction.

  • Interpersonal skills.

  • Excellent planning and organizing skills.

  • Ability to prioritize activities and work independently.

  • High level of integrity and a good team player.

  • Tactical skills in dealing with different people.

  • Ability to search for and disseminate information.

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How to Apply

APPLICATION FOR THIS POSITION MUST BE DONE ONLINE:
Are you interested? Click the "APPLY" button below to submit your application.

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