Project Administrative Assistant at Lake Victoria Fisheries Organization (LVFO)

Project Title    TRUEFISH and E€OFISH Projects
Job Ref:    LVFO/TRUEFISH /HR/2020/02 & LVFO/ E€OFISH /HR/2020/01

EAC Salary Grade    G5
Reports to:    Programme Coordinator LVFO
Duty station:    Lake Victoria Fisheries Organization Secretariat Plot 7B/E Bell Avenue, Jinja, Uganda

MAJOR DUTIES AND RESPONSIBILITIES

Responsibilities

The responsibilities of the Project Administrative Assistant is to:

• Provide administrative services for the TRUEFISH/E€OFISH Programme.
• Oversee the day to day smooth running of  the office.
• Ensure the proper implementation and adherence to laws, rules and Regulations;
• Assist in preparation and coordination of project meetings,workshops and seminers;
• Take minutes of various programme  meetings;
• Assist in providing support and guidance to project partners for efficient implementation of the TRUEFISH/E€OFISH Programme;
• Devise efficient communication systems within and outside the programme;
• Assist in coordinating Consultant activities together with the Technical advisors/ Development advisors;
• Responsible for all records keeping and Data Management System in line with TRUEFISH’s/E€OFISH's records keeping rules;
• Monitor the availability of accessories and stocks for project activities;
• Monitor project staff leave days and updates the leave schedule;
• Monitor travel schedules and coordinate travel logistics;
• Initiate project procurement requirements based on the approved budget;
• Prepare and submit technical and/or any other forms of specifications to the Procurement Unit for the office requirements;
• Liase with the Procurement Unit to establish appropriate bid evaluation criteria and participate in the evaluation of bids as a representative of the User Department;
• Responsible for Contract management once a contract is placed;
• Undertake conformity assessment of supplied goods, services and works with the contract and reports any deviation from terms of contract to the procurement unit;
• Prepare timely periodical reports of the project;
• Facilitate preparation of a funds requisition to the donor;
• Perform any other duty as assigned by the immediate supervisors.

Languages:

Fluent reading, writing and speaking abilities in English.

QUALIFICATIONS, COMPETENCES AND EXPERIENCE

Qualifications

Diploma with specialization in Administration or a related field (University degree will be an added advantage)

Professional experience

At least three (3) years’ professional experience in a comparable position

Practical knowledge of basic public procurement procedures is an added advantage

Desirable

Specific experience in managing programmes/projects with European Union OR FAO funding within an international or regional organization, national government, or other public or private organization.

Other knowledge, additional competences

• Very good working knowledge of ICT technologies (phone, fax, email, internet) and computer applications (MS Office)
• Very good written and oral knowledge of English.
• Politeness and helpfulness in dealing with visitors
• Understanding of administration procedures

ASSESSMENT METHOD

Evaluation of qualified candidates will include a competency-based interview and any other assessments deemed necessary.

Education Qualifications

All candidates applying must have qualifications that are recognised by the relevant national accreditation body in their respective countries. This condition is applicable for locally and internationally attained qualifications.

Relevant Working Experience

Relevant working experience in this regard refers to post education work experience. Internship, training, apprenticeship and clerkship will not be considered as relevant work experience.

TERMS AND CONDITIONS OF EMPLOYMENT

The Contract period is for four year (4) years, with a six (6) months’ probation, to be confirmed upon satisfactory performance. The above is a non-established position within the LVFO‘s organization structure

Remuneration:

An Indicative basic salary of USD 22,815 (G5 salary scale equivalent) per annum, plus other related entitlements e.g. a Housing allowance of USD 4,800 (per annum), and a Transport allowance of USD 1,800 (per annum)

Fringe Benefits

In addition, this post offers attractive fringe benefits including an installation allowance paid once, plus gratuity paid monthly, a personal medical Insurance, and personal accident insurance cover.

ELIGIBILITY

Eligibility is restricted to candidates from EAC/LVFO Partner States (The Republics of Burundi, Kenya, Uganda and the United Republic of Tanzania).