Office Administrator Job Career at Ministry of Agriculture Animal Industry and Fisheries (MAAIF)

Vacancy title: Office Administrator

Jobs at: Ministry of Agriculture Animal Industry and Fisheries (MAAIF)

Deadline of this Job: 04 November 2022

Duty Station: Within Uganda , Lira , East Africa

Summary: Date Posted: Monday, October 24, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
The Government of Uganda (GoU) has received a loan from the International Fund for Agricultural Development (IFAD) and the OPEC Fund for International Development (OFID) towards financing a ten-year National Oil Seeds Project (NOSP).
The Project is being implemented by the Ministry of Agriculture Animal Industry and Fisheries (MAAIF) as the Lead Project Agency, in partnership with the Ministry of Local Government(MoLG) other agencies, the private sector and farmer Organizations. The Project will be implemented in six area-based hubs: West Nile, Gulu, Lira, Karamoja, East and Mid-Western Uganda.
The project goal of the NOSP is: ‘inclusive rural transformation through sustainable development of the oilseeds sector, while the Programme Development Objective is to ‘to accelerate commercialization in key oilseeds value chains and thereby improve the livelihoods and resilience of the smallholders engaged in oilseed production and marketing
According to the Financing Agreement with IFAD, MAAIF is expected to set up a Project Coordination Unit (PCU) for the day-to-day management and implementation of the NOSP.
Applications are therefore, invited from suitably qualified and experienced Ugandans to apply for the following positions existing in the National Oil Seeds Project Coordination Unit

Post: Office Administrator
Reports to: Financial Controller
Duty Station: Kampala / Entebbe
Contract Duration: Two-year contract renewable based on satisfactory performance against agreed targets and deliverables
Scope of Work: Reporting to the Financial Controller the Office Administrator will provide administrative support to the project
Main Duties and responsibilities:
• Manage the front office and operate the telephone exchange of the PCU
• Project a good image of the project by courteously and expeditiously responding to inquiries and queries from visitors.
• Ensure appropriate faxing, mailing, filing, and compiling, transcribing and making project meeting appointments with relevant stakeholders.
• Maintain hard copy and electronic filing system for the Project
• Coordinate and maintain records for PCU staff, office space, phones and office keys.
• Maintain and distribute PCU staff weekly travel schedules and coordinate travel itineraries for visitors to the project including those of mission members.
• Be responsible for logistics including booking of accommodation in Kampala and in the Project area and allocation of the travel vehicles and drivers. 8) Schedule meetings/events and remind the relevant persons on the meetings.
• Open, sort and distribute incoming correspondence, including faxes and emails.
• File and retrieve organizational documents, records and reports.
• Arrange for the repair and maintenance of office equipment.
• In liaison with Communications Department, assist in special events, commissioning of works, product launch, and annual review workshops etc.
• Oversee all aspects of general office coordination and guide visitors and interns to responsible offices.
• Supervise the project drivers and Office Attendants.
• Carry out other duties as may be assigned by the NOSP management.

Minimum Academic Qualifications
• Applicants should be Ugandans holding an Honours Bachelor’s Degree in Business Administration, Administration/ Management Studies or a related field from recognized University/ Institution.
• A minimum of a post graduate Diploma in any of the above fields is of added advantage.

Working experience:
• At least 4 years’ experience in general office responsibilities and procedures
• Demonstrated experience in performing secretarial and administration work is required

• Competencies:
• Knowledge of principles and practices of organizing, planning, records management and general administration Ability to operate standard office equipment, including but not limited to, computers, telephone systems, copiers and facsimile machines.

Work Hours: 8

Experience in Months: 12

Level of Education: Bachelor Degree

Job application procedure
All candidates should send their written applications with copies of identification documents, academic credentials, testimonials and detailed Curriculum Vitae (CV), indicating contact details of (03) referees addressed to
The Permanent Secretary,
Ministry of Agriculture, Animal Industry and Fisheries,
P.O. Box 102 Entebbe,
Uganda or hand delivered to the Ministry Registry located at Plot No. 14 Lugard Road, Entebbe
NB: Only shortlisted candidates will be contacted
Submission deadline: Friday 4th November 2022