Administrative Assistant

Job Description

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 28 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

Job Overview: IRC is seeking an Administrative Assistant - PlayMatters for a five-year project, “PlayMatters”, funded by the LEGO Foundation. The Play Matters - Sparking Lifelong Learning through Play aims to improve holistic learning and wellbeing outcomes for 800,000 school going children (aged 3-12+) in in refugee settlements and host communities in East Africa (Uganda, Ethiopia, and Tanzania). This project aims to build children’s social, emotional, cognitive, physical, and creative skills by influencing and changing behaviors of adults (parents, caregivers, teachers, community members and policy makers) surrounding children to incorporate Learning through Play methodologies into regular interactions with children at school, home and in the community. The project is implemented in a consortium partnership with War Child Holland, Plan International, Behavioral Insights Team and Innovations for Poverty Action. More information on PlayMatters can be found here: https://www.playmatters.org The Administrative Assistant -PlayMatters shall work under the direction of the Senior Manager Operations to provide day to day administrative assistance to the project team. S/he will help with a variety of administrative, coordination, logistical and information management functions of the project.

Duties and Responsibilities: Human Resource Support: •Assist generally in the human resource activities for the project staff and consultants (job adverts, interviews, contracts, and staff related updates • Maintain employee’s database for employee leave, employee performance evaluation and staff training tracking sheets. •Assist in preparing onboarding schedules, documents, and work tools for new staff follow up and report any issues staff are facing • Assists in the orientation of new staff, interns, visitors, and consultants by providing them with the necessary documents and materials for orientation.

Administration Support: •Coordinate with front office management to attend to project visitors, incoming communications (telephone calls, letters, email etc.) and ensuring they reliably passed on to the appropriate person(s). •Contribute and support project related utility management and reporting including but not limited to subscriptions (email, internet), office supplies, photocopier, and other machinery services. •Support compilation, submission and tracking of requisitions for monthly data, staff supplies, payment requests and other logistical requirements. •Provide secretarial assistance while also ensuring appropriate use of project administration templates /forms are replenished and updated. •Contribute to maintenance and regular updates of the asset listings. •Assist in preparing the project procurement plans, requisitions and updates on receipt of goods and services. •Works with other project staff to coordinate work activities, meet deadlines, and provide support where needed.

Project Events Management: •Support administrative arrangements for the project events, meetings, workshops •Assist in organizing staff training sessions, workshops and activities that take place in different field locations •Coordinate regular project team meetings (virtual and face to face) including preparation and distribution of minutes of meetings, summary notes and other documentation •Coordinate staff meetings and ensure efficient distribution of minutes, workshops, seminars, and conferences for the project team. •Support staff to follow up logistical arrangements, bookings for conferences, venue, accommodation, and other logistical supplies for events. •support to coordinate for staff accommodation. •Coordinate and arrange staff wellness events and interactions. •Provide timely and proper set-up and logistical preparation of conference rooms or venues for various.

Travels (in-Country) •Provide timely and reliable support for travel arrangements, meeting arrangements and travel and accommodation booking for staff from other projects and other official visitors •Coordinate with flights focal person to ensure that all the flight requests-local & international are actioned in an efficient manner. •Support scheduling and preparation of weekly travel calendars and staff movement updates to/from the field and other events •Maintains and regularly updates travel plans, assist project team to prepare travel requisitions and claims.

Administrative information: •Compile, organize, regularly update, and maintain an active and accessible project team information database using BOX and/or other designated platforms. • Support in arranging project team appointments and maintaining mailing lists, directory, activity calendar and facilitate follow up on deadlines. •Create and maintain an efficient e-filing system for the project team with up-to-date files and references (electronic and hardcopy) of correspondence/documents and copies of the project records for the various project workstreams. •Provide secretarial support for formatting and editing various program documents, such as work plans, budgets, briefing materials, presentations, and reports. •Support dissemination of project specific communication materials such as policies, templates, plans, budgets, and reports.

Qualifications

University degree in Business Administration, Secretarial Studies, or related area of study •At least 3 years relevant work experiences, with administrative tasks •Proficient with computer technology and Microsoft Office applications including Microsoft Word, Excel, Power-point, Outlook. •Strong oral and written communication skills •Strong organizational, interpersonal skills •Work experience in administrative support of a development program/project is an advantage. •Demonstrated ability to work in teams, solve problems, prioritize workloads, meet deadlines, and work well under pressure is highly desired. •Fluency in English is required •Excellent computer skills including MS Word, Excel, PowerPoint, and Outlook •Must be able to work independently while being a strong team player.

Working Environment: The Program Administration Assistant will work in the IRC Uganda office and be provided regular administrative and logistics support to perform his/her responsibilities.

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional 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, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

IRC et les employés de IRC doivent adhérer aux valeurs et principes contenus dans le IRC WAY (normes de conduite professionnelle). Ce sont l’Intégrité, le Service, et la Responsabilité. En conformité avec ces valeurs, IRC opère et fait respecter les politiques sur la protection des bénéficiaires contre l’exploitation et les abus, la protection de l’enfant, le harcèlement sur les lieux de travail, l’intégrité financière, et les représailles.