PROJECT ADMINISTRATIVE AND OUTREACH ASSISTANT NEEDED

Location: Jinja and Kamuli

Hiring Firm: Integrated Seed and Sector Development Uganda (ISSD Uganda)

Type: fulltime

Created Date: 2025-09-29

Deadline: 2025-10-04

Job Description:

Main Duties and Responsibilities

The Project Administrative & Outreach Assistant has the following specific duties and responsibilities.

1. Front Desk Management:

▪ Manage the office receptionist area

▪ Professionally attend to visitors, partners & project young women

▪ Support project administrative work as stipulated by ISSD Uganda code of conduct.

▪ Receive incoming and Outgoing mails on behalf of the project

▪ Support and disseminate communications in a timely and ethical manner

▪ Maintain a safe and clean working space

2. General Administration Management:

▪ Manage office operations including ensuring cleanliness of the office, preparation for meetings and tidiness within offices.

▪ Manage & monitor office supplies stock, receive all procured items, update the stores records and handle shortages while maintaining updated, accurate and valid project stores records.

▪ Organize a filing system for important and confidential company & project documents under your docket ▪ Maintain the project’s organizational travel plan and update the schedules accordingly

▪ Support the Administrative preparation of Audit

▪ Support the project to arrange travel and accommodation as per approved requests

▪ Support the project staff with filing e.g. program documents, photocopies and scanning of documents

. ▪ Maintain the office and keep the equipment in check

▪ Any other duties as will be assigned by the supervisor

3. Support for youth engagement and skilling activities planned

▪ Distribute youth skilling adverts, flyers, and other promotional materials in targeted communities, institutions and public places

▪ Collect completed youth application forms and maintain a physical record of all submissions

▪ Respond to inquiries about skilling opportunities, providing clear and accurate information on the eligibility criteria, application procedures, available skilling options, queries or concerns from applicants and their families

▪ Build and maintain positive relationships with local leaders, youth groups, and community resource persons to boost project visibility

▪ Support entry of applicant and trainee data into the project database accurately and promptly while follow guidelines set by Enabel and the rest of the project team

▪ Generate summary reports on applications, participant demographics, and trainee attendance in activities and gather participant feedback

▪ Maintain confidentiality and comply with data protection requirements

▪ Support planning and on-site logistics for skilling workshops, including venue booking, catering arrangements, and participant registration

▪ Prepare and distribute training materials

▪ Support monitoring and evaluation activities such as follow-up phone calls to trainees

▪ Perform any other related tasks assigned to enhance project efficiency

Required Experience: 2 years

How to apply:

Job Requirements and Competencies

▪ Diploma in Tourism and hospitality, Business Administration, Social Sciences, Community Development or related discipline ▪ 2-3 years of relevant experience in an office setting, preferably in an administrative or clerical role, community mobilization or youth programme ▪ Excellent organizational skills, ability to prioritize, and comfortable working independently ▪ Exceptional oral and written communication skills, including strong spelling, grammar, and punctuation ▪ Must be committed to providing outstanding customer service and demonstrate strong interpersonal skills especially when dealing with youth and community leaders ▪ Strong attention to detail ▪ Proficient computer skills (Microsoft word, excel) and ability to operate general office equipment ▪ Ability to work independently, meet deadlines, and travel within project communities ▪ Ability to maintain a strict level of confidence ▪ Able to ride a motorcycle ▪ Commitment to inclusivity, diversity, and youth empowerment principles

How to apply

Interested and qualified individuals are encouraged to apply for this job by emailing your cover letter and CV maximum 3 pages to hr@issduganda.org, while indicating the job title in the email subject not later than 3rd October 2025 at 5:00pm EAT. Attachments should not exceed 2MB.

For more details visit the ISSD Uganda website via: www.issduganda.org.Only shortlisted candidates will be contacted. Project Administrative and Outreach Assistant