Administrative and Front Office Assistant at Chemonics International Inc

Project: Global Health Supply Chain – Procurement and Supply Management (GHSC-PSM)

Background
The purpose of the Global Health Supply Chain – Procurement and Supply Management (GHSC-PSM)
Program is to ensure uninterrupted supplies of health commodities in support of United States Government (USG)-funded public health initiatives around the world. The project provides direct procurement and supply chain management support to the President’s Emergency Plan for AIDS Relief
(PEPFAR) and President’s Malaria Initiative (PMI). In supporting USG-funded global health activities, GHSC-PSM will develop and manage a wide array of services for health commodity procurement and related systems strengthening technical assistance encompassing different elements of a comprehensive supply chain.

At the country level, GHSC-PSM supports country strategies and priorities that fall under the following three project objectives:
• Global Commodity Procurement and Logistics
• Systems and Operational Support
• Global and local collaboration to improve availability of health commodities

Purpose
The Administrative and Front Office Assistant serves as the first point of contact for visitors and callers, while also providing comprehensive administrative and logistical support to the office team. S/He ensures smooth front-office operations and efficient internal coordination, contributing to the effective implementation of project activities and a positive working environment.

Principal Duties and Responsibilities
• Manage the front desk, including receiving visitors, answering calls, and directing inquiries appropriately
• Provide logistical support for meetings, trainings, and events, including booking venues and arranging refreshments
• Manage travel and accommodation arrangements for staff and visitors
• Assist with scheduling and calendar management for senior staff, as needed
• Maintain an organized filing system (physical and electronic) for office documents and correspondence
• Ensure the smooth and efficient operation of the office, including reviewing maintenance requirements, arranging for necessary repairs, maintaining equipment inventories, and evaluating new equipment
• Coordinate the procurement, inventory, and stock management of office supplies and stationery. Maintain accurate stock records, conduct regular spot checks, verify deliveries, and ensure timely requisitioning in accordance with office procedures
• Oversee cleanliness and readiness of reception, meeting, and storage areas
• Assist in preparing routine administrative reports and updates as requested
• Assist in coordinating staff transport arrangements
• Support other administrative and clerical duties as assigned

Qualifications and Desired Attributes
• Bachelor’s degree in business administration, or a related field
• At least 3 years of relevant experience in an administrative or receptionist role, preferably with an international organization
• Prior experience with USAID-funded projects or GHSC-PSM preferred
• Proficiency in Microsoft Office applications (Word, Excel, Outlook, PowerPoint)
• Strong verbal and written communication skills in English
• Excellent organizational skills and attention to detail
• Ability to multitask and work under pressure in a fast-paced environment
• Professional demeanor and ability to interact with visitors and staff in a courteous manner

Level of Effort and Location
This long-term position will be based in Kampala, Uganda with intermittent travel throughout the country, as needed.

Supervision
The Administrative and Front Office Assistant will report to the HR/Office Manager or his/her designee.

 

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