The Programme and Administration Assistant (PAA) role is – crucial in ensuring the smooth and effective implementation of programs and projects. In collaboration with the Senior Programme Manager and the Senior Finance and Administration officer the PAA will provide programme, administrative and operational support to the programme and operations team and contribute to the overall delivery of the AWF Uganda Country Programme.

Specifically, S/he will provide essential support for the planning, implementation, and monitoring of Country programs and projects and contribute to various aspects of program management, including administrative tasks, logistical support and data management.

Key Responsibilities

Programme support

• Provide research support in selected areas and contribute to the drafting of concept papers and strategies.
• Support in programme and projects monitoring and documentation of lessons.
• Assist in the identification and maintenance of contacts and effective relations with partners; and
• Facilitate in the organization of events, meetings, travel and drafting of minutes and correspondence as requested
• Collect, organize, and support analysis of data related to program activities, preparing reports, and maintaining databases.
• Assisting with the monitoring and evaluation of program/project activities.

Administrative and operational support

• Ensure the provision of efficient general administrative support, including clerical tasks related to the office, filing, and supporting visitors.
• Coordinate the Country Director’s calendar, set up meetings and support in planning of the weekly schedule and the day-to- day operational needs.
• Arrange for appointments/meetings both internal and external, record meeting minutes, and follow up on action items agreed upon during discussions.
• Support logistics such as travel arrangements, accommodation bookings, workshops, and events.
• Support in payment transactions, supplies purchase, mail collections and deliveries.
• Monitor and control the utilization of office consumables and stationery, assist in maintaining stock and updating the Inventory.
• Assist in requisition of supplies and equipment needed for cleaning and maintenance.
• Ensure that office equipment is in working condition and maintain the cleanliness and orderliness of the office premises and surrounding areas.
• Follow up on landscape operational needs and ensure timely support.
• Collaborate with the Finance team to review and process activity advances, and closely monitor the accountability of all field cash expenditures and reports before entering them into the AWF Accounting system.
• Assist with processing vendor invoices for timely month-end payments, verifying the eligibility of submitted invoices, and identifying any gaps or missing documentation.
• Any other duties assigned by Supervisor.

Requirements and Skills

• A degree in -in development studies with field experience in planning, implementation and monitoring projects and programmes.
• Minimum 2 years of relevant work experience in programme/project management,
• Knowledge of and experience with office management systems and procedures
• Ability to multitask and prioritize daily workload.
• Excellent organizational skills, with attention to detail and a high level of integrity.
• Agile, flexible and ability to work with diverse teams.
• Excellent interpersonal skills.
• Excellent verbal and written communication skills.
• Ability to assess and react appropriately to changing circumstances
• Ability to take initiative and work independently with minimal supervision.
• Proficiency in use of computers, especially Microsoft Excel and word and accounting data bases.