Vacancy Title: Project Assistant

• Type: Full-Time
• Industry: Nonprofit, and NGO
• Category: Admin & Office

Jobs at: Alight

Application Deadline: Thursday, July 18, 2024

Duty Station: Uganda, Kampala, East Africa

Summary:

• Date Posted: Monday, July 08, 2024
• Base Salary: Not Disclosed

Similar Jobs in Uganda:

• Learn more about Alight
• Alight jobs in Uganda

Job Details:

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 achieve enhanced shelter, WASH, and livelihood goals in a nimble and responsive manner.

Every Shelter Overview: Every Shelter is advancing strategic priorities in Uganda and is in the process of registering as an INGO 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.

Key Duties & Responsibilities:

Project Management and Administration:

Project Support:

• Assisting with special projects and initiatives including:
  • Developing Idea Briefs through research to guide piloting and testing of project ideas.
  • Maintaining project plans and schedules, outlining objectives, timelines, milestones, and resource allocation.
  • Engaging stakeholders and other relevant parties, managing expectations, and communicating project progress and outcomes.
  • Analyzing data related to project progress, performance metrics, and outcomes.
  • Preparing and submitting internal reports and presentations related to project progress and outcomes.

Stakeholder Engagement:

• Coordinating with stakeholders and project partners to facilitate project implementation and address issues.
• Organizing and leading project meetings, preparing agendas, documenting key decisions, and action items.

Resource Management:

• Monitoring idea briefs’ budgets and expenditures to ensure efficient use of resources.
• Tracking project progress and ensuring timely completion of tasks.

Executive and Administrative Assistance:

• Coordinating Every Shelter related appointments, travel arrangements, and the annual Vision Trip.
• Arranging meetings, preparing agendas, and coordinating logistics.
• Organizing and maintaining Every Shelter’s electronic and physical files.
• Preparing, maintaining, and organizing various project documentation, including plans, reports, and correspondence.
• Providing clerical support such as photocopying, note-taking, and filing.
• Attending weekly evening virtual calls with Every Shelter US staff and taking summary meeting notes.
• Screening, granting entrance, and receiving guests who visit the Every Shelter office premises.
• Running business-related errands to enhance office efficiency.
• Managing petty cash and performing assigned accounting duties.
• Ensuring a professional and well-organized working environment.
• Supporting Shelter Workshop production and related activities like inventory management and coordinating with suppliers and donors.

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.
• Completing other duties as assigned.

Requirements:

Experience:

• Bachelor’s degree or professional equivalent in business administration or a relevant field.
• Three or more years of professional experience in an administrative support role.
• Experience working in start-up, international organizations, or social enterprises.
• Knowledge of the Ugandan refugee context is highly desirable.

Skills:

• Meticulous attention to detail and accuracy.
• Proficiency in Google Workspace and Microsoft Excel.
• Excellent relationship-building and communication skills.
• Strong capacity in word processing, email, and data analysis.
• Ability to 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 and interpersonal skills.
• Excellent professional judgment and ethical decision-making.
• Innovative and creative problem-solving skills.
• Persistence and tenacity in the face of challenges.
• Commitment to meet deadlines and achieve results in a fast-paced environment.

Work Hours: 8

Experience in Months: 36

Level of Education: Bachelor Degree

Job Application Procedure:

Interested candidates should apply here