Administrative Jobs at Heifer International and other companies

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Deadline of this Job: 07 October 2022
Administrative Assistant-Front Office
Job ID 765

Heifer International is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender identity, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability.


The Administrative Assistant-Front Office shall be the first point of contact of the organization. He/she shall coordinate all Front Office activities including managing incoming and outgoing calls, courteously receiving visitors, and ensuring that they are well taken care of while waiting at the reception area and providing administrative support for the smooth running of the country program activities.
The overall goal is to ensure that the Front office provides professional and friendly service to internal and external clients.

Friendly attitude, multi-tasking, organized, Discretion, Hardworking, self-motivated, positive attitude, team player with integrity, trustworthy, outgoing and flexible.

Front Office Management (45%)
• Ensure that the front desk area is clean and neat at all times.
• Ensure that the reception area is not left unattended.
• Ensure that Visitors behave respectfully while at the reception area.
• Take care of visitors while waiting in the front office area and constantly follow up with their appointees/appointers.
• Comply with existing office rules related to visit schedules.
• Receiving and appropriately directing visitors.
• Ensure that visitors follow covid standard operating procedures.

Managing External and Internal communication (35%)
• Receive letters, packages and parcels and distribute them accordingly.
• Manage the general Heifer email account, check, sort, and timely forward emails to their respective destinations.
• In charge of the PAXB machine and recording of all outgoing phone calls.
• Act as the initial point of contact for the office by responding to inquiries and requests, following up on all incoming and outgoing correspondences as appropriate.
• Maintain a documents logbook to keep track of all documents, parcels that come through the front office.

Providing administrative support for the smooth running of the Country Program activities. (15%)
• Ensuring that the boardroom is kept clean at all times in preparation for meetings.
• Updating the front office white board with information regarding travels, staff absence and meetings in progress.
• Provide logistical support before and during meetings i.e., ensure that items needed for the meetings are available.
• Assist in booking of hotel accommodation and domestic transport for Heifer staff, maintain a tracker of all booking requests.
• Undertake other specific administrative duties as may be required.

Support in stores management. (5%)
• Ensure that the store is kept clean, and materials are stored appropriately.
• Responsible for receiving goods ordered and ensuring that they are all recorded in the goods received book.
• Issuing out items and updating the stores request book.
• Monitor stock levels, conduct quarterly physical inventory and submit quarterly stock report to the Administrative and Procurement Officer.
• Ensure that the store is locked at all times and no materials are missing.
• Maintain an adequate inventory of office supplies for efficient running of the office.

Minimum Requirements:
• Bachelor's degree/diploma in Administration, Front office management or a related field.
• Experience in working with international organizations in a similar position.

Preferred Requirements:
• At least four (4) years’ office administrative experience.

Most critical proficiencies:
• Excellent organizational and administrative skills.
• Knowledge of using word, Excel, email and general computer literacy.
• Knowledge of using office equipment including printers, photocopiers, and scanners.
• Strong English language skills-oral and written.
• Good communication and interpersonal skills.
• Knowledge of stores management.
• Should possess good telephone etiquette.
• Assertive, but able to keep good relations.
• Ability to be accurate and attentive to detail, good writing, editing, typing and filing competencies.
• Ability to prioritize, organize and carry out multiple tasks efficiently under pressure and with little supervision; ability to accept supervision and to provide entry level program support.
• Demonstrated ability to work collaboratively and effectively with colleagues and stakeholders.

Essential Job Functions and Physical Demands:
• Excellent interpersonal skills with the ability to work cooperatively, tactfully, and diplomatically with a culturally diverse group of people, especially in a fast-paced environment.
• Ability to handle multiple tasks and deadlines, establish priorities and make sound judgments often in a fast-paced environment and the flexibility needed to manage a heavy workload and rapidly changing contexts.
• Constant face-to-face, telephone and electronic communication with colleagues and the general public.
• Ability to observe organizational etiquette and maintaining a professional appearance.
• Exceptional ability to create a welcoming environment.
• May require constant sitting, working at a computer for extended periods of time.
• Ability to work with sensitive information and to maintain confidentiality.
• Ability to organize, prioritize tasks and work independently is essential.

Deadline of this Job: 15 October 2022
Quality Assurance Officer
Ref: IU 05.

Duties and responsibilities.
• Shall be responsible to the Vice Chancellor.
• Facilitate the formation and implementation of quality assurance policy guidelines for Ibanda University.
• Initiate and operationalize QA performance indicators and code of conduct.
• Initiate and operate QA performance indicators and code of conduct.
• Work with relevant units to identify internal and external standards through bench marking and assessment of quality programmes.
• Co-ordinate operations relating to the quality Assurance of Academic Programmes.
• Advise University Management on Quality Assurance matters relating to the teaching learning, assessment, research and consultancy and other forms of service delivery.
• Be responsible for the management of staff trainings for performance improvement.
• Developing and implement strategies for awareness creation about quality Assurance.
• Carry out routine and continuous assessment in respect of service delivery by varied units of the University, including student/ staff evaluation exercises.
• Facilitate the development of a culture of continuous quality improvement.
• Produce quality Assurance quarterly reports for the management and council.
• Monitor and evaluate the University Quality assurance strategy.
• Perform any other duties as assigned from time to time by the supervisor.

Qualification and Skills.
• The candidate should possess a Master’s Degree.
• A PhD qualification will be an added advantage.
• Three (3) years’ experience in management including educational management in higher institutions of learning.

Deadline of this Job: 10 October 2022
Industrial Projects

Job Description
• Provide commercial and administrative support to the EPSCC team.
• Prepare required contract status summaries and ensure it is widely communicated and regularly updated.
• Manage and perform the contract administration responsibilities for the EPSCC contract.
• Monitor requests for variations/change orders/extensions of time, including updates to the variation order/variation request/delay registers as well as support in the preparation of commercial and associated contractual letters.
• Monitor project execution versus contractual obligations, including monitoring of project scheduled towards achieving contractual milestones.
• Work closely with the members of the project core team to identify and mitigate risks as well as to identify potential claims.
• Assist the cost engineer in generating company estimates for change orders and amendments.
• Data gathering and monitoring the EPSCC Construction at project site.

Candidate profile
• Degree or Diploma qualified in either Quantity Surveying, Construction Management, Engineering, Commerce or relevant discipline.
• Minimum 5years’ experience in Contracts Administration or similar position.
• Strong communication analytical skills, including strong negotiation and influencing skills and the
• ability to establish effective working relationships with a variety of people at different levels both internally and externally.
• Demonstrated ability to work independently to organize and prioritize demands.
• Experience using SAP and advanced MS Excel skills.

Deadline of this Job: 10 October 2022
Pathfinder International is implementing a fiveyear Family Planning Activity (FPA) funded by the United States Agency for International Development (USAID). As a lead implementing agency, Pathfinder with partners is playing a catalytic role in increasing access to modern contraception and reducing the unmet need for voluntary family planning services in Uganda

Intermediate Result Areas:
FPA's three Intermediate Result areas (IRS) are; Uganda leadership and coordination strengthened to support FP; Positive social norms and behaviors enhanced to improve healthy timing and spacing of pregnancies, and access to quality voluntary family planning increased. The Activity operates in 11 districts with Albertine Cluster covering Kiryandongo, Buliisa, and Kyankwanzi, Rwenzori Cluster covering Kyegegwa, Kyenjojo, Kibaale, Ntoroko, and Bundibugyo, and the Central Cluster covering Gomba, Butambala, and Rakai districts with head office in Kampala overseeing all.
We are currently seeking highly motivated individuals for the following position:

Deadline of this Job: 07 October 2022
HCD Processes among youth development partners in Kampala and Arua Districts – Aga Khan Foundation

Aga Khan Foundation
The Aga Khan Foundation (AKF) is an agency of the Aga Khan Development Network (AKDN), a group of private, non-denominational development agencies that share a mission to improve the living conditions and opportunities of marginalized communities in target countries across Africa and Asia. AKF was established by His Highness the Aga Khan in Switzerland in 1967 and began working in East Africa in 1974. In Uganda, AKF operates a multi-sectoral portfolio that includes programming in Education, Economic Inclusion, Civil Society, Health, and Early Childhood Development predominantly in the Central and West Nile Regions. AKF is committed to ensuring that girls and boys, women and men, are equipped with the knowledge, skills, attitudes, and values to help them interact effectively with the world and be contributing members of a pluralistic society.

Schools2030 is a new globally informed, locally rooted 10-year longitudinal action research and learning improvement programme that searches for and supports positive deviance about ‘what works’ in equipping learners in marginalized contexts with the knowledge, skills, attitudes and values needed to become contributing members of society. The project will enable teachers and school stakeholders to co-design, implement, and measure new school-level solutions to identify what works to improve students’ learning outcomes. Schools2030 will track the relationship between the school-level, gender responsive solutions and the holistic learning progression of boys and girls and young women and men in three cohorts (ages 5, 10 and 15 years old) from 2020 to 2030.

Background to the consultancy
The successful agency or individual design coach will specifically work with a team 3 Youth Development partners to provide mentorship and technical support to design and implement context driven solutions addressing ICT, Entrepreneurship and Self Efficacy as core skills. The Design coaches will partake at least 3 design teams composed of 10 diverse participants who will undertake an HCD process to explore and identify the challenges to be solved based on the everyday lived realities.
Based on these processes, the Design coach will prototype new or existing solutions to support the Youth Development partners implement impactful and scalable solutions in their diverse contexts. It is NOT expected for all solutions to be successful, but it is anticipated that, by the end of the process, these teams will jointly have developed approximately four to five awesome products to be further tested and incubated across other partners.

The solutions designed are intended to,
1. Promote literacy and numeracy among out of school youth.
2. Support out of School youth advance their employability skills and access to decent work.
3. Support Out of school youth attain self-efficacy, confidence and improve their state of mental health and emotional well-being.
4. Support 3 diverse teams of young people create a community of practice that will provide financial and technical resilience to market dynamics.
AKF is looking for a firm/companies with the following skills:
• Familiarity with inclusive social protection and jobs programs/policies.
• Excellent knowledge of qualitative methods in conducting informative and practical mentorship with a touch of life skill and financial literacy.
• Proven experience designing and implementing apprenticeship programs.
• Experience supporting programs with out of school youth
• Experience supporting programs using coaching as a growth model.

Scope of Work
The team of digital innovators will be expected to:
• Review existing non formal education needs assessment reports and all other relevant documentation related to Kampala and Arua earlier conducted by Schools2030 and other likeminded agencies
• Propose digital innovations that are at development stage or have already been tested and proven to be effective for promoting non-formal education and safeguarding in poor urban communities of Arua and Kampala.
• Work as design coaches supporting design Teams design to:
1. facilitate face-to-face workshops and beneficiary boot camps
2. Providing on-going support (Both in the field based and remotely)
Recognizing it is NOT expected for all solutions to be successful (given it is the nature of these processes) critical to this will be supporting these teams to embrace learning from ‘failure’, funnel solutions, and effectively collaborate across communities to distil approximately three to five high impact digital non formal education and community AGFY led solutions.
• Support HCD teams to co-design the ‘incubation strategy’ to enable the high potential solutions to be further tested across communities in Kampala and Arua (Such solutions should also encourage use of data free or a combination of online and offline gadgets and Apps)
• Lead introductory trainings for use of the successful solutions to support team members to develop knowledge, understanding and skills of adapting the innovations.
• Support documentation of the key learning trajectories
Expected Qualifications and Experience
• Demonstrated examples of delivering non formal innovations in low-resource settings that have enabled design teams to collaborate and design high potential solutions for social change
• Ability to deliver innovations in contexts with a high linguistic diversity
• Prior experience working without of school youth from marginalized on similar non formal education issues
• A demonstrated legacy of working for positive social change
• Some understanding of HCD processes or coaching as a growth Model will be an added advantage
• Experience of supporting Gender Equity interventions.
• Commitment to respect safeguarding of vulnerable populations including children, women, the elderly, and people living with disabilities.
Criteria for selection
All submissions will be assessed on the following criteria
• Technical proposal 40%
• Technical experience 30%
• Value for Money 30%

Deadline of this Job: 27 October 2022
Main Purpose of the Job
Provide strategic leadership for the Centre for Innovations and Entrepreneurship (“Innovation Hub”) in developing programs that nurture innovation and entrepreneurship, create linkages, and foster an environment that supports students and staff in accelerating their ideas, innovations concepts, and unleashing their potential to become social and economic change makers/entrepreneurs through service and product innovations.

Key Duties and Responsibilities

• Provide high-level strategic and operational support for the Innovation hub, including identifying grant opportunities and building the entrepreneurial ecosystem at the University.
• Provide administrative leadership and oversight of special projects, direct activities, and facilitate key initiatives from inception to execution that involve stakeholders throughout the University. - Responsible for creating opportunities and providing resources for staff and students interested in inventing, innovating, and commercialising their ideas.
• Build long-term relationships and create strategic alliances with a variety of internal
• and external stakeholders such as technology business incubators, accelerators, economic development organisations/ corporate organizations, government agencies, and industry.
• Collaborate with the School of PostGraduate Studies and Research in accelerating commercialization of research outcomes.
• Develop, track and analyse metrics relevant to the Universitys success in innovation, commercialization, and entrepreneurship.
• Develop a network for training, coaching, and mentoring within the Innovation hub.
• Lead, develop and motivate the performance of human resources attached to the Centre for Innovations and Entrepreneurship (CIE)

Person Specifications

• Holder of a Master’s Degree in Information Technology, Computer Science, or Engineering
• At least 2 years post qualification experience in a busy commercial/operational/education environment Demonstrated success in project management in a university or busy commercial environment
• Evidence of entrepreneurial thinking and innovation
• Ability to interact professionally and communicate effectively with a wide variety of stakeholders
• Exceptional oral and written communication skills and relationship management with the ability to navigate complex internal and external stakeholders and partnerships.

Deadline of this Job: 07 October 2022
Company Secretary
Reports to: Board of Directors, Chief Executive Officer
Responsible for: Legal Officers
Department: Legal and Board Affairs

Key Responsibilities:
• Report to the chairperson and often liaise with board members.
• Prepare agendas and papers for board meetings, committees, and annual general meetings (AGMs) and follow up on action points.
• Convene and service AGMs, take minutes, draft resolutions, and lodge required forms and annual returns with appropriate departments.
• Provide legal, financial, and/or strategic advice during and outside of meetings.
• Ensure policies, and regulatory, or statutory changes that might affect the organization are up to date and approved by the committee.
• In case of lawsuits, investigating the cause of the litigation, collecting evidence that is permissible in the court of law, and preparing all the groundwork required to prosecute the case
• Ensuring that all the Company’s licenses, agreements, and permits are valid and renewing legal contracts before they lapse.
• Ensuring that all statutory matters regarding Company compliance are done.
• Maintained statutory books, including registers of members, directors, and secretaries.
• Handle correspondence, collate information, write reports and communicate decisions to relevant company stakeholders.
• Liaise with external regulators and advisers such as lawyers and auditors.
• Implement processes or systems to ensure good management of the organization.
• Develop and oversee the systems that ensure the company complies with all applicable codes, in addition to its legal and statutory requirements.
• Take an active role and provide valuable input to management decisions related to sharing issues, mergers, and takeovers.
• Review contractual agreements with suppliers and customers to ensure the company is legally covered.
• Participate as a legal secretary on the contracts committee
• Attend to all labour disputes of the company at labour office and industrial
• Liaise with the Solicitor and Attorney General on all relevant matters concerning the company.
• Carry out annual departmental appraisals.

Minimum Qualification and Experience:
• A Bachelor’s degree in law.
• Diploma in Legal practice.
• A relevant Master’s qualification will be an added advantage
• Proven experience at senior management level preferably in a busy legal firm or company for at least 7 years.
• Excellent knowledge about all matters of law related to the field of work, which can range from corporate companies to Government organizations.
• Excellent knowledge of government legal practices
• Knowledge of East African Legislation

Relevant Competencies
• High level of maturity, ethics, and integrity with a clean track record
• Proven managerial, negotiation, and communication skills.
• Proven corporate planning knowledge and skills.
• Results-oriented.
• Proven presentation and reporting abilities.
• Interpersonal, human relations, and team management skills.
• Analytical, accuracy, and judgmental skills.
• Project management and networking skills.
• Good training and coaching skills
• A confident, independent, articulate and reliable personality.
• Ability to work under tight deadlines and for long

Deadline of this Job: 28 September 2022

Reports to District DREAMS project officer

Job summary:
The Social Worker will lead the day-to-day direct implementation of field program activities in liaison with the district DREAMS project officer. S/he will ensure enrollment and offering HIV prevention services in line with the PEPFAR/CDC/RHSP guidelines within his/her catchment area.

Key duties & responsibilities:
● Work with community structures to conduct enrollments using PEPFAR/CDC/RHSP specific approved DREAMS tools.
● Supporting roll out curricula-based tailored services aimed at eliminating new HIV incidences and empowering AGYW with life skills and knowledge to prevent HIV and attain decent livelihood.
● Building systems to ensure effective referral and linkages of AGYW to facilities and community support structures.
● Support supervision of all DREAMS activities with in his/her catchment areas
● Engage in weekly performance review meetings both at CBO and RHSP cluster levels
● Provide weekly, monthly and quarterly reports to the district project officer on the progress of project activities within the sub county
● Over seeing data management at safe spaces, this include data entry both in registers and UDOTS
● Work with the DREAMS Liason officer to Strengthen provision of relevant secondary services tailored at HIV prevention through timely referrals and linkage to health facilities
● Engage in RHSP directly offered services within the sub county
● Routine follow up on the graduated AGYW to ascertain sustainability of their businesses
● Work with the community structures i.e CDOs, UPF(FCPU) and local leaders to identify and follow up SGBV cases in communities
● Document and report AGYW individual or group success stories based on program interventions.
● Strengthening referral network at the sub-county level
● Carrying out routine data collection, analysis and reporting on the DREAMS activities in the supported sub county.


● The ideal candidates for this position should preferably hold Bachelor’s degree in Social Work & Social Administration (SWASA), Social sciences, Education, Community Psychology or Public Health or any related qualification.
● A minimum of two years’ work experience in a field position with an organization in public health or PEPFAR funded programs such as DREAMS programming.
● S/he should have computer skills including MS Word, Excel, and PowerPoint.
● Demonstrable good communication and community mobilization skills.
● Must be able to ride a motorcycle with a valid riding license.

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