Job Title: Education – Administrative Assistant
Duties and Responsibilities:
1. Administration for teacher and school leader training conferences, workshops and inductions:
• Communications: ensure that all attendees are informed of dates, locations, logistical arrangements etc
• Scheduling: support PEAS Education Department members with scheduling and programming
• Printed materials and presentation equipment: ensure that all members of the Education Department who are presenting or facilitating have the materials that they require.
2. General administrative support for the PEAS Uganda Education Department:
• Meetings: create and circulate agendas and relevant paperwork prior to meetings; take minutes of meetings
• Travel and external meetings: organise and communicate the travel and external meetings of the senior Education Department members
• Ensure that all Education Department members have the equipment, stationery, communications and printed materials that they need to work effectively
3. Manages Education Department filing and centralised record keeping:
• Supervises centralised collation and preparation of BoG files for submission to the MoES
• Oversees the centralised collation and preparation for all school USE, licensing and registration files
• Liaise with HR team in collation of teacher and school leader HR data.
• Oversees compilation and updating of all education related record systems relating to education minimum standards document and UNEB requirements etc
• Oversees the compilation and updating of educational materials and resources for new schools.
4. School monitoring visits and inspections administration:
• Offer support the department with liaison with Finance, Admin and Logistics departments prior to travel for school visits
• Timely inform schools of timings and agendas for schools visits
• Ensure that Education department members and inspection team have the relevant documents prior travel to schools for training and inspections
5. PEAS University bursary scheme administration:
• Regularly communicates application guidelines to PEAS schools and prospective students.
• Collates bursary candidates progress reports and information for submission to the Education Quality manager
Qualifications, Skills and Experience:
• The Administrative Assistant should possess a relevant qualification in administration and office management.
• At least a year’s experience in an administrative and office related role preferably in the NGO sector or a busy environment.
• Experience in budgeting.
• Experience in conference and workshop management.
• Attention to detail and extremely organised;
• Self drive and ability to work under minimum supervision
• Ability to work under pressure and manage multiple deadlines
• Oral and written communication skills
• Good computer literacy skills (Excel, Word, PowerPoint, and Outlook)
• A commitment to the PEAS values
How to Apply:
All suitably qualified candidates should send their applications with a cover letter (paying particular attention to the Person Specification), curriculum vitae, a brief writing sample (unedited by others), and contact information for two professional references to:
The Human Resource Manager.
PEAS Uganda
P.O. Box 23308, Kampala
Plot 2881, Block 216, Ntinda Kisaasi,
Mumbejja Road. Opposite Ndere Centre.
Kampala. Uganda
Or send your application via Email: ugandarecruitment@peas.org.uk,
For further details on vacancies at PEAS visit our website: www.peas.org.uk
Application Deadline: 2nd Oct 2013
