DESCRIPTION

Hello Hello!  Alight on behalf of Every Shelter is looking for a Program  Assistant. The position will be based in Kampala. Shelter Depot is a model that builds on the entrepreneurial and market-participatory behaviors of refugees to accomplish enhanced shelter, WASH, and livelihood goals in a manner that is nimble and responsive to the real-time needs of refugees.

Every Shelter  Overview:

Every Shelter is seeking to invest heavily in its change thesis by advancing strategic priorities in Uganda. As such, Every Shelter is in the process of registering as an INGO operating in Uganda with a fully staffed regional office in Kampala. The Head of Program and Operations (HPO) requires additional administrative and executive level assistance, hence we are searching for a Program Assistant.

As a direct report of both the Ugandan Head of Program and Operations and Shelter Depot Social Innovation Lead, this role will assist in implementing the strategic direction of Every Shelter’s Uganda operations and programming, ensuring quality program design, implementation, and accountability in accordance with humanitarian assistance core standards, program sector technical standards, donor requirements, host country regulations, and Every Shelter’s organizational mission, standards and operating principles.

KEY DUTIES & RESPONSIBILITIES

Project Management and Administration

Project Support

Assisting with special projects and initiatives, which will include but not limited to:

• Idea Briefs development through research to guide piloting and testing of project ideas to inform their adoption or adaptation.
• Development and maintenance of project plan and schedules, outlining objectives, timelines, milestones, and resource allocation to ensure successful project execution aligned with stated goals.
• Engage stakeholders and other relevant parties, to gather input, manage expectations, and communicate project progress and outcomes effectively.
• Analyzing data related to project progress, performance metrics, and outcomes
• Prepare and submit internal reports and presentations related to project progress and outcomes.

Stakeholder Engagement

• Coordinate with stakeholders and project partners to facilitate project implementation and address any arising issues.
• Organize and lead project meetings, prepare agendas, document key decisions and action items

Resource Management

• Monitor idea briefs’ budgets and expenditures to ensure efficient use of resources
• Track project progress and ensure timely completion of tasks.

Executive and Administrative Assistance

• Assisting with coordination of  Every Shelter related appointments, travel arrangements, and the annual Vision Trip;
• Arranging meetings, preparing agendas and materials and coordinating logistics;
• Organizing and maintaining the Every Shelter's electronic and physical files, including confidential files;
• Preparing, maintaining, and organizing various project documentation, including plans, reports and correspondence.  Providing clerical support (photocopying, note-taking, filing, etc...) for Every Shelter Team members;
• Attending weekly evening virtual calls with Every Shelter US staff and support with taking summary meeting notes to send out to all relevant staff.
• Screening, granting entrance, and receiving guests who visit the Every Shelter office premises;
• Running business-related errands to enhance office efficiency;
• Petty Cash Management and performing assigned accounting duties.
• Ensuring a professional and well-organized working environment for the Office Team;
• Support with Shelter Workshop production and related activities/task - Inventory Management, coordinating collection of billboard material from various locations, managing Out of Home Suppliers, Media Agencies and billboard material donors partnerships as guided.

Miscellaneous

• Contributing to the review and design of Every Shelter’s organizational systems, guidelines and policies;
• Participating in Every Shelter’s professional development;
• Supporting other teams within Every Shelter in the achievement of their objectives; and
• Completing other duties as assigned.

REQUIREMENTS

Experience

Every Shelter is looking for a highly skilled and responsible individual who will reflect these values while providing high-level administrative support to the Head of Program and Operations and ensuring the smooth functioning of the Ugandan Team’s daily operations. Specific attributes include:

• Bachelor’s degree or professional equivalent in business administration or relevant field;
• Three or more years of professional experience in an administrative support role;
• Experience working in start-up, international organizations; social enterprise
• Knowledge of the Ugandan refugee context is highly desirable.
• Bachelor’s degree or professional equivalent in business administration or relevant field;
• Required: three or more years of professional experience in an administrative support role;
• Preferred: Experience working in start-up, international organizations; social enterprise
• Knowledge of the Ugandan refugee context is highly desirable
• Skills
• Meticulous attention to detail and accuracy;
• Ability to navigate Google Workspace.
• Excellent skills in Microsoft Excel
• Next-level emotional intelligence, and relationship building capacity;
• Confidence-enhancing written work product and oral communication;
• Computer literacy with strong capacity in word processing, email and data analysis;
• Ability to effectively lead and influence without direct management authority;
• Understanding of Google business suite and digital project management tools;
• Attributes
• High degree of personal and professional integrity and trustworthiness;
• Strong teamwork, interpersonal skills and ability to work on a multidisciplinary team;
• Excellent independent professional judgment and ethical decision-making;
• Innovative and creative problem solving in the face of complex nuanced issues;
• Persistence and tenacity in the face of difficult problems or challenges;
• Commitment to meet deadlines and achieve results in a fast-paced environment