The AIDS Support Organization (TASO Uganda), was founded to contribute 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), United States Agency for International Development (USAID) and the Global Fund in partnership with various Implementing Partners to support the Government of Uganda accelerate epidemic control and the attainment of the UNAIDS 95 95 95 goals. TASO requires the services of dedicated, competent, innovative and result-oriented individuals for employment on a contract basis for the posts below;

Job Title (7) REF: TS/HR/ OPSP 3: Center Program Assistant (01)
Classification: Contract-Full time
Reporting to: Center Program Manager
Salary: Commensurate with training and experience
Duty Station: TASO Mulago CoE
Directly Supervises: None

Main Purpose of the Job:
The Centre Program Assistant in liaison with the Center Program Manager will administer human resource aspects and support office and operations management of the Center of Excellence.

Key Outputs
• Administrative support to the center provided
• Logistical support provided and center procurements coordinated Secretarial services to the center provided
• Centre meetings effectively managed
• Advocacy networking activities for the center and manage events carried out
• Public relations activities for the center conducted
• Employee updated records and adequate staffing levels maintained
• Advocacy and Human Resources Information Systems maintained

Key Duties and Responsibilities
1. Participate in compiling annual work plans and budgets for the department in accordance with the financial guidelines
2. Ensure timely settlement of utility bills and payments to suppliers
3. Support in updating the center Inventory register
4. Provide logistical support, process contingences, refunds and reimbursements
5. Maintain an updated database on the existing and potential sources for procurement of the items and services required by TASO
6. Assist in the tender openings, evaluations and ensure all procurements are competitively bided for as appropriate to ensure best prices and undertake negotiations with service providers
7. Source for quotations and ensure that goods and services bided for, have cost effective prices and acceptable quality
8. Work as a Secretary to the Procurement Committee, take minutes and file all relevant procurement documents as instructed
9. Maintain an updated supplier’s list in line with their contracted services
10. Type letters, reports and other documents of the service center
11. Take lead in orientation and induction of all new staff and those on placement /attachments
12. Prepare, receive, sort documents/mail, other deliveries and send them to the appropriate officers for action as required
13. Manage center correspondences / notice board and maintain an updated directory of staff and stakeholders’ contacts
14. Establish and maintain a proper filing system for the center
15. Draft type and disseminate correspondences & other official documents as instructed by the Center Program Manager
16. Maintain appointment schedules for the Centre Program Manager and a diary for meetings/ visitors of the Centre
17. Take charge of staff general meetings, take minutes and disseminate minutes two weeks before the next meeting
18. Prepare, organize and provide administrative support for workshops, trainings and meetings
19. Coordinate Staff Development Committees at TASO units and work as a Secretary to the Committee
20. Organize welfare services such as refreshments for the Centre and manager’s office
21. Effectively participate and support the management of center events e.g. AGM, Kaleeba day, International Candle light day, Day of the African Child & World AIDS day
22. Organize for exhibitions at public events that promote TASO’s mission image and document all center advocacy activities
23. Follow up subscriptions to partners and those from partners to TASO and analyze TASO’s membership drive
24. Oversee to the hospitality for potential visitors, take lead in receiving attending to visitors to the center and maintain a good front office appearance
25. Compile Clients and partners’ public relations/ advocacy issues and present them to the to the team for action to deal with queries from the public and customers
26. Develop, manage and disseminate public relations IEC materials
27. Solicit articles for the TASO website and media; monitor the media and public opinion to ensure projection and protection of TASO’s image
28. Support the Centre Program Manager in developing and implementing effective resource mobilization strategies
29. Develop leave schedules for staff, manage and monitor staff leave
30. Ensure that all staff have valid contracts and practicing licenses
31. Maintain an updated HRIS and make it operational to produce reports for strategic decisions
32. Maintain an updated advocacy database including partnerships, visitors and subscriber membership
33. Maintain an up to date Public Relations Information System for the center
34. Any other duty assigned by the Immediate supervisor

PERSON SPECIFICATIONS: Centre Program Assistant
Minimum Academic Qualifications: Bachelors in Secretarial Studies, Human Resouro Management, Social sciences, SWASA, Organizational Psychology or Arts or related fie Postgraduate Diploma in the above fields will be an added advantage.
Additional Training:
Advocacy, Networking and Resource Mobilization, Records Manageme Procurement and Supply Chain/ Logistics Management and Administrative Procedures.
Minimum Experience and Exposure:
3 years in a busy HR or Administrative office. Exposure managing social media platforms is desirable.
Special Knowledge: Good knowledge of Business English.

Key Skills
• Excellent Public relations/interpersonal and customer care skills
• Counselling skills, Excellent Communication skills and Excellent Computer skills
• Good Negotiation Skills, Organisation skills and Report writing skills

Other Qualities/Attributes: Integrity, Confidentiality and Assertiveness