Programme Support Assistant MANE Project

​Logistical Support

• Provide logistical support and back-up in the planning of meetings and workshops.
• Ensure adequate stocks of key office materials are in place at all times.
• Maintaining supplies/logistics inventory and preparing requisitions for office supplies and equipments.
• Provide refreshment to staff and visitors

Asset Management

• Maintain a database of Project office and entire Project assets
• Maintain a system of asset management through securing proper office locking systems and proper identification of office equipment in line with WV administration mission and security guidelines
• Develop and maintain a servicing schedule of Region Office equipment, in liaison with respective technical staff
• Identify and coordinate requests for installation, repairs, maintenance and services in line with World Vision Uganda Administration policy
• Monitoring the security of the store and cleanness of the store in line with the store management standards.
• Track and ensure timely payment of utility bills

Work Place Health and Safety

• Ensure that Project office is kept tidy and clean.
• Implement standards of the internal and external cleanliness of the Project Office and maintain the organization image in line with WV Administration guidelines
• Ensure that office fire extinguishers are well placed and valid throughout the year.
• Maintains all staff health facilities in good and usable condition

Document Management

• Manage the filling system and Project library
• Ensure that all Project Office soft copy documents are backed up on weekly basis

Secretarial Support

• Provide secretarial services as required such as timely printing, photocopying and binding of documents
• Receive, deliver and file correspondences at the Project office in a timely manner
• Receives and coordinates the handling of documents and materials delivered to the office and ensuring that these are distributed to the respective addressee/staff members
• Disseminates guidelines and relevant documents to respective staff as guided by the Project management.
• Maintain an up-to-date contact list of all Project staff

Support to Project staff

• Providing information and guide staff on administrative processes, procedures and requirements.
• Facilitate and support staff on logistical and administrative requirements such as travels, follow up on requisitions, etc on regular basis
• Maintain a smooth communication flow of information in the project Office
• Providing weekly and monthly travel schedules for the Project team for management approval and generate a monthly staff attendance report

Support Project meeting/forums

• Support in developing calendar/s of key Project event events.
• Follow up on meeting invitations through emails and phones as appropriate.
• Planning for and managing logistics for the Project meetings and other forums such as workshops and reflection/ learning events.
• Takes minutes of Project meetings and action plans

Customer care

• Screening telephone calls, enquiries and requests and handling them when appropriate
• Take and relay accurate and timely messages from telephone callers, and answer queries where possible.
• Management and coordination of visitors
• Coordinate guest Logistics: Ensure adequate planning and preparation of guest logistics (Transport, accommodation – checking in and out of hotels, support guest’s general needs like shopping, Church service etc)

Reporting

• Coordinate receipt of monthly reports from the Clusters and Project office technical teams .
• Write Project management monthly report for ROM’s review and submission to IMD office within the stipulated timelines.
• Compile quarterly monitoring reports on contributions towards organization strategies
• Following up with responsible staff on status implementation of key action points, audit implementation status and decisions from the meetings/fora.
• Track and update the Project Technical team on progress of assigned tasks