Program and Operations Assistant

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Description

Hello Hello!  Alight on behalf of Every Shelter is looking for a Program and Operations Assistant. The position will be based in Kampala. Shelter Depot is a model that builds on the entrepreneurial and market-participatory behaviors of refugees to accomplish enhanced shelter, WASH, and livelihood goals in a manner that is nimble and responsive to the real-time needs of refugees. 

As a direct report of the Ugandan Head of Program and Operations, this role will assist the HPO in implementing the strategic direction of the Every Shelter’s Uganda operations and programming, ensuring quality programs design, implementation, and accountability in accordance with humanitarian assistance core standards, program sector technical standards, donor requirements, host country regulations, and Every Shelter’s organizational mission, standards and operating principles.

Key Duties & Responsibilities

Executive Assistance

• Managing and maintaining the HPO’s calendar, appointments, and travel arrangements;
• Supporting with coordination of the annual Every Shelter Vision Trip;
• Arranging meetings for the Head of Program and Operations, preparing agendas and materials and coordinating logistics;
• Organizing and maintaining the HPO’s electronic and physical files, including confidential files;
• Preparing and submitting internal reports and on behalf of the Head of Program and Operations;
• Managing Out of Home Suppliers, Media Agencies and billboard material donors partnerships as guided.
• Coordinating collection of billboard material from various locations as guided.
• Conducting research and presenting findings to support the Head of Program and Operations’s decision-making process;
• Assisting with special projects and initiatives as assigned by the Head of Program and Operations

Office Administration

• Providing clerical support (photocopying, note-taking, filing, etc...) for Every Shelter Team members;
• Attending weekly evening virtual calls with Every Shelter US staff and support with taking summary meeting notes to send out to all relevant staff.
• Screening, granting entrance, and receiving guests who visit the Every Shelter office premises;
• Running business-related errands to enhance office efficiency;
• Ensuring a professional and well-organized working environment for the Office Team;
• Maintaining comprehensive and accurate record of Products as well as production inventory;
• Performing some accounting duties.

Miscellaneous

• Contributing to the review and design of Every Shelter’s organizational systems, guidelines and policies;
• Participating in Every Shelter’s professional development;
• Supporting other teams within Every Shelter in the achievement of their objectives; and
• Completing other duties as assigned.

Requirements

• Bachelor’s degree or professional equivalent in business administration or relevant field;
• Required: three or more years of professional experience in an administrative support role;
• Preferred: Experience working in start-up, international organizations; social enterprise
• Knowledge of the Ugandan refugee context is highly desirable.

Skills

• Required: Meticulous attention to detail and accuracy;
• Required: Ability to navigate Google Workspace.
• Required: Excellent skills in Microsoft Excel
• Required: Next-level emotional intelligence, and relationship building capacity;
• Required: Confidence-enhancing written work product and oral communication;
• Required: Computer literacy with strong capacity in word processing, email and data analysis;
• Required: Ability to effectively lead and influence without direct management authority;
• Preferred: Understanding of Google business suite and digital project management tools;

Attributes

• Required: High degree of personal and professional integrity and trustworthiness;
• Required: Strong teamwork, interpersonal skills and ability to work on a multidisciplinary team;
• Required: Excellent independent professional judgment and ethical decision-making;
• Required: Innovative and creative problem solving in the face of complex nuanced issues;
• Required: Persistence and tenacity in the face of difficult problems or challenges;
• Required: Commitment to meet deadlines and achieve results in a fast-paced environment

Others/Extra Details

Alight is an Equal Opportunity Employer offering employment without regard to race, color, religion, gender, sexual orientation, gender identity, age, national origin, citizenship, physical or mental disability, or protected veteran status.  Alight complies with all applicable laws governing nondiscrimination in employment. Any form of canvassing in the recruitment process will lead to automatic disqualification.

"By applying to this job, I understand and acknowledge that ALIGHT is committed to ensure compliance of its code of conduct by staff and any other persons working on behalf of ALIGHT  with zero tolerance to GBV acts and Protection against Sexual Exploitation and Abuse. ALIGHT requires its staff and any other person working on behalf of ALIGHT to treat all people with dignity and respect and to actively prevent harassment, abuse and any nature of exploitation. Further, I understand that if I am a successful candidate, I will be subject to a comprehensive background check, and my personal/professional references will be asked to evaluate my behaviors related to the above safeguarding related topics".  "QUALIFIED WOMEN ARE ENCOURAGED TO APPLY’’