THE AIDS SUPPORT ORGANISATION (TASO UGANDA)

INTERNAL VACANCY ADVERTISEMENT

(External Candidates are also encouraged to apply)
VA No. TASO-2022-HR/27
The AIDS Support Organization (TASO Uganda), is an Organisation contributing to a process of
preventing HIV infection, restoring hope and improving the quality of life of persons, families and
communities affected by HIV infection and disease. TASO is implementing various projects funded by the
President’s Emergency Plan for AIDS Relief (PEPFAR) through the Center for Disease Control and
Prevention (CDC) and United States Agency for International Development (USAID) to support the
Government of Uganda accelerate epidemic control and the attainment of the UNAIDS 95 95 95 goals.
TASO requires the services of a dedicated, competent, innovative and result-oriented individual for
employment on a contract basis for the post below;

Job Title (1) REF: TS/HR/OPSP/ 01: Administrative Assistant (1)

Classification: Contract, Full-time
Reporting to: Human Resources & Administration Officer
Salary: Commensurate with training and experience
Duty Station: TASO Soroti Regional Project
Directly Supervises: None

Main Purpose of the Job: The Administrative Assistant will take charge of the day today office
administrative operations at TASO Regional Project and Cluster offices. He/she will provide and support
on all administrative and other HR related issues.

Key Outputs
• Staff welfare, occupational health and safety ensured
• Staff leave schedules developed and timesheets monitored
• Documentation and proper records management ensured
• Secretarial services provided
• Logistical and administrative support
• Human resource information and administrative systems maintained
• Assets and inventory management ensured

Key Duties and Responsibilities

1. Promote health and safety at work place and ensure proper hygiene
2. Prepare staff medical insurance forms and follow up on medical cards
3. Ensure security of TASO Soroti regional Project and Cluster offices
4. Ensure effective utility management and prepare monthly and annual expense reports
5. Organize team building and stress management events for the project staff
6. Prepare annual leave schedule, track, generate, submit monthly returns and maintain an updated
leave register quarterly
7. Review staff time sheets and follow up to ensure timely submission monthly
8. Review staff personnel files and ensure that they are well updated quarterly
9. Ensure documents are filed in time and track outwards documents
10. Open, sort, and screen in-coming mails to HR office
11. Distribute mail, and dispatch outgoing mails and personnel documents
12. Periodically monitor and update staff and community records with terrorism search quarterly
13. Draft and type correspondences/ other official documents
14. Support in preparing correspondence and other communication from the directorate as required
15. Ensure that all minutes are filled appropriately
16. Ensure adequate office supplies, office space and safe water facilities

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 17. Provide logistical support to the project team
18. Plan and track utilization of administrative resources and other office supplies to avoid wastage
19. Conduct stock taking of administrative resources, prepare expense and utilization reports on a
monthly basis
20. Supervise renovations/ repairs and ensure that the project structures are well maintained monthly
21. Prepare administrative service contracts and ensure rentals are paid annually
22. Participate in the preparation of HR & Administration reports quarterly
23. Regularly update HR and administrative information in the Navision and generate periodic reports
monthly
24. Monitor insurance schedules for assets and inventory and provide renewal scheduled to HQ in time
annually
25. Track assets and inventory and ensure that their safety is maintained in the regional premises
26. Conduct assets and inventory verification exercises and submit verification reports in time quarterly

PERSON SPECIFICATIONS: Administrative Assistant

Minimum Academic Qualifications: Bachelors in Social Sciences, SWASA, Public Administration and
Development Studies. Related qualification in Fleet or Logistics Management will be an added advantage.

Additional Training
• Training in Public Administration OR Management Studies
• Finance for Non-Finance Managers
• Assets Management
• Contracts Management

Required Experience and Exposure: At least (3) years of administration work.

Key Skills: Administrative skills, Interpersonal skills, Communication skills and Computer skills

Other Qualities/Attributes: Integrity, Honest and Self-respect

Application Procedure
Only qualified candidates who meet all the above requirements are invited to submit their resume, copies
of certified academic certificates, testimonials and three referees, two of who should be the present
employer / immediate supervisor or last employer if unemployed, or any other if it is the first
employment being applied for. None of the referees should be a relative, friend or business associate.
All referees’ designations should be stated and contact details included i.e. physical address, telephone/
mobile numbers and email contacts.

All interested Candidates MUST fully fill the TASO Online Job Application Form, scan and save all the
relevant documents as one document (labeled with candidate’s full names) and forward only online
applications with the relevant credentials to:

https://www.cognitoforms.com/TASO1/THEAIDSSUPPORTORGANISATIONTASO.

Please visit the TASO Website at www.tasouganda.org to access the detailed job advert. Also note that
only applications received online shall be considered.

* Posting Date: November 18, 2022

* Closing Date: December 01, 2022 at 04:30 pm

While TASO appreciates all the interested applicants, only shortlisted candidates will be contacted for interviews.
In case you do not hear from TASO Uganda One (01) month after the closing date, please consider yourself
unsuccessful.
*Please note that any form of canvassing will lead to automatic disqualification.

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