Job Description

Background:

 Founded in 1933, The International Rescue Committee (www.Rescue.org) serves refugees and communities victimized by oppression and violent conflict worldwide. The International Rescue Committee is committed to freedom, human dignity and self-reliance. This commitment is expressed in emergency relief, protection of human rights, post conflict programming, resettlement assistance and advocacy. The current program portfolio in Uganda includes health, economic recovery and development, protection, and prevention and response to gender-based violence (GBV). IRC has its country office in Kampala and works in Yumbe/Bidibidi, Arua/Imvepi and Omugo, Kitgum, Moroto , Kiryandongo, Kyegegwa/Kyaka and Kampala/Urban. IRC Uganda program is currently seeking qualified candidates to fill the below vacant position in Bidibidi.

Job Overview/Summary: The Program Assistant will act as the point of contact for all staffs under the WPE department, providing administrative support and managing their queries. Main duties include managing office stock, preparing regular purchase and payment request and reports, preparing periodic procurement plans and organizing program records. Candidate should have previous experience as an Office Administrator or similar administrative role. Our ideal candidate also has working knowledge of office equipment and office management tools. She/ he will also be working in close collaboration with the M&E team to streamline the tracking of WPE interventions like case management tools, SASA!,EMAP, EA$E and GIRL SHINE. He/She will also undertake other assignments requested including preparing meeting minutes and updating program changes made.

Duties and Responsibilities

•   Draft and follow up on office purchases and payment requests for WPE sector.
•   Manage program/office supplies through receiving and making release orders
•   Support the Managers within WPE sector to review PR tracking sheets shared by supply chain on weekly basis.
•  Participate in the development of quarterly procurement plan for WPE sector.
•   Act as a liaison between program, supply chain, finance and HR office on program requirements
•    Organize a filing system for important and confidential WPE documents
•  Maintain a program calendar and schedule appointments
•   Book and/or schedule meeting/training venues for WPE activities as required
•   Liaise with Managers within WPE sector to schedule in-house and external events
•   Work with the Managers with WPE sector to ensure staff submit their timesheets to HR in time
•   Support the Managers within WPE sector to manage program staff leave database in accordance with IRC regulations.
•   Ensure staff relevant information is shared with HR/Admin on a regular basis.
•   Communicate any staff welfare concerns to the HR/Admin officer on a regular basis.
•   Proactively share documentation gaps with M&E team and the program team for action and collective intervention
•   Participate and represent WPE in coordination meetings as requested
•   Perform any other duties as maybe required by the program

KEY WORKING RELATIONSHIPS

Position reports to: WPE Manager

Position directly supervises: None

Internal: Close coordination with IRC Protection, M&E, Finance, HR, Operations, and SMT 

Standards of Professional Conduct

The IRC and IRC workers must adhere to the values and principles outlined in the IRC Way – Code of Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Harassment-Free Workplace, Fiscal Integrity, Anti-Retaliation, Combating Trafficking in Persons and several others.

Gender Equality & Equal Opportunity

We are committed to narrowing the gender gap in leadership positions. We offer generous benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances. We welcome and strongly encourage qualified female professionals to apply.

IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.

Qualifications

•  Bachelor’s degree in Administration or social sciences.
•    2 years of relevant professional experience in Program administration
•    Previous experience working with an international NGO in a cross-cultural setting, preferably with programs sector.
•   Remains productive when under pressure.
•   Works collaboratively with team members to achieve results.
•   Relates and works well with people of different cultures, gender and backgrounds.
•   Flexibility and prepared to work additional hours
•   Flexibility to continuously re-prioritize
•   Ability to multi-task
•   Ability to create a welcoming and comfortable environment for all staff members;
•    Ability to work both independently and as part of a team;
•   Able to respond rapidly to changing environments, yet remain productive and focused;
•    Strong and fast computer skills (primarily Word, Excel, and outlook);
•  Prior experience as an administrator