Administrative Assistant at Mott MacDonald

ob Description

The role of Administrative Assistant will sit within the “Programme Management & Administration Team’ which is responsible for ensuring that all financial, operational and administrative aspects of SESIL run effectively. This Team will be based in the Mott MacDonald Uganda Office in Kampala, and within Regional offices as required.

The Administrative Assistant will be required to do the following in each area:

Procurement

• Provide support to the procurement activities;
• Liaise with finance team on payments to vendors/suppliers;
• Monitor and keep accurate records of the Project Asset & Inventory Registers;
• Support the delivery arrangements of all goods including printed materials;
• Establish a good working relationship with suppliers, including the establishment of maintenance agreements for items such as generators, ICT equipment etc.

Events and Logistics

• Supporting the Technical Team in the organisation of events, meetings and workshops;
• Administer finances at events, in accordance with Mott MacDonald Finance procedures, when required;
• Liaising with hotels and accommodation providers;
• Support in the effective mobilisation of international staff and sub-consultants coming from overseas, including:

• Communications with UK team members for support with visa applications, flight bookings, and security briefings;
• Management and timely communication of local arrangements such as airport transfers and hotel bookings;
• Supporting the development and regular update of welcome packs and induction information;
• Also support in the development of similar arrangements for managing mobilisation from overseas directly to the field.

Administration

• Supporting sub-consultants with their administration and other arrangements;
• Managing the mobile communications (project phones, phone credit, internet, etc);
• Liaise with the Mott MacDonald Uganda team to manage meeting room bookings, and ensure the room is set up as per need;
• Maintain operations records in accordance with Mott MacDonald processes and procedures;
• Supporting in the ethics, transparency and accountability principles of the Programme and of Mott MacDonald;
• Be proactive and responsive to performing any other duties and responsibilities as assigned by the Operations Manager or Senior Management Team.

Candidate Specification

Required competencies and experience

• Must have proven experience in an administrative or operations role/ Qualification;
• Experience handling logistical challenges in Uganda and in negotiating to ensure efficient use of resources;
• Experience of organising events – managing bookings, invitations, advertising, printing, and on-the-day requirements;
• Excellent written and spoken communication skills in English;
• Willingness to be pro-active, responsive and flexible to the changing requirements of the project;
• Excellent IT skills and confidence in Outlook, MS Word, Excel and PowerPoint;
• Ability to coordinate various activities at the same time;
• Ability to work quickly and effectively under pressure;
• A team player with experience of working within team hierarchies and towards the common vision of a programme;
• Ability to liaise with UK-based staff in English by email and telephone.

Other desirable competencies and experience

• Experience of working on donor-funded programmes in multi-national teams;
• Ability to draft letters in English;
• Ability to draft processes and procedures in English.

Job Profile

Cambridge Education has recently been appointed by the Department for International Development (DFID) as Managing Agent on the Uganda Strengthening Education Systems for Improved Learning (SESIL). SESIL is a 4.5 year programme which seeks to impact on the equity and quality of measurable learning outcomes for girls and boys in Uganda, the programme will focus on three core components:

1. Building strong foundations – to increase the numbers of girls and boys reaching grade appropriate learning standards in literacy and numeracy in primary schools;
2. Enhancing assessment and exams – to strengthen the assessment system so that it leads to more Ugandan children learning what matters for their future;
3. Supporting a mixed economy – to support the Government of Uganda to work more effectively with non-state providers and financiers of education, including through direct support to a network of secondary schools.

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