Program Administration Assistant (PlayMatters)

  • IRC International Rescue Committee Uganda
  • 05/04/2021
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Program Administration Assistant (PlayMatters)


Requisition ID: req14121

Job Title: Program Administration Assistant (PlayMatters)

Sector: Education

Employment Category: Regular

Employment Type: Full-Time

Open to Expatriates: No

Location: Uganda

Job Description


The International Rescue Committee (IRC) is an international non-governmental organization founded in 1933. IRC works in 28 countries providing relief, protection, and resettlement assistance to refugees and displaced populations.  IRC was registered in Uganda in mid-1998 and implements rehabilitation activities in the sectors of Child and Youth Protection and Development, Economic Recovery and Development, Health and Women Protection and Empowerment. IRC Uganda has a head office in Kampala, field offices in Kitgum, Moroto, Yumbe, Imvepi, Kiryandongo and Kyaka II,

Scope of Work:

IRC is seeking a Program Administration Assistant for a five-year project, “PlayMatters”, funded by the LEGO Foundation. This position will be a part of the larger PlayMatters initiative to increase play-based learning opportunities for nearly 1 million pre-primary and primary school aged refugee and host community children impacted by the humanitarian crises in East Africa and living in Tanzania, Ethiopia and Uganda. This project aims to build children’s social, emotional, cognitive, physical, and creative skills through play in their homes, schools, and communities. The project is implemented in partnership with War Child Holland, Plan International, Behavioral Insights Team and Innovations for Poverty Action.

The Program Administration Assistant shall work under the direction of the Deputy Project Coordinator to provide effective operational and administrative assistance   to the coordinators and staff of the Uganda PlayMatters Project during day-to-day implementation of the project. S/he will help with a variety of administrative, coordination, logistical and information management functions of the project.

Duties and Responsibilities

  • Compiles, organizes, regularly updates, and maintains an active and accessible project information database using BOX and/or any other designated platforms.
  • Creates and maintains an efficient e-filing system, up-to-date files and references (both electronic and hardcopy) of correspondence/documents and project records for various project work streams.
  • Provides clerical support for formatting and editing various program documents, such as work plans, budgets, briefing materials, presentations, and reports.
  • Supports dissemination of project specific communication materials such as policies, templates, plans, budgets, and reports,    
  • Liaises with Supply Chain, assist in preparing the project procurement plans, requisitions and updates on receipt of goods and services.
  • Liaises with different budget holders, assist in the preparation and tracking of purchase requests in BvA, payment requests and claims for program activities.  
  • Liaises with Transport Manager to make travel arrangements and schedules for the project team.  
  • Maintains and regularly updates travel plans, assist project team to prepare travel requisitions and claims
  • Liaises with HR to support with coordinating logistical arrangements for accommodation in the different field locations.
  • Supports in arranging project team appointments and maintain mailing lists, directory, activity calendar and facilitate following up on deadlines.
  • Supports administrative arrangements for project events, meetings and workshops.
  • Coordinates regular project team meetings (virtual and face to face) including preparing and sharing minutes for meetings, summary notes and other documentation.
  • Assists with orientation of new staff, interns, visitors, and consultants by providing them with the necessary documents and materials for orientation.
  • Works with other Program Assistants to coordinate work activities, meet deadlines, and provide support where needed.  
  • Performs any other duties assigned by the supervisor in accordance with instructions from team members.




  • University degree in Business Administration, Secretarial Studies, or any other related area of study
  • At least 3 years relevant work experience providing similar administrative support with a development program/project.
  • Proficient computer knowledge and application of Microsoft Word, Excel, Power-point and Outlook.
  • Strong oral and written communication skills
  • Demonstrated ability to work in teams, solve problems, prioritize workloads, meet deadlines and work well under pressure is highly desired.
  • Fluency in English is required

Please note: Deadline for receiving applications is April 20th 2021.

The IRC and IRC staff must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct.  These are Integrity, Service, and Accountability.  In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

We are committed to narrowing the gender gap in leadership positions. We offer generous benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances. We welcome and strongly encourage qualified female professionals to apply.

All staff, regardless of role, are required to create a culture of client responsiveness by requesting and using client feedback data to make decisions. In addition, all staff are expected to demonstrate inclusiveness when making programmatic decisions and working with clients, partners and colleagues from diverse backgrounds. You can read more about the IRC’s commitment to client responsiveness here:

IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.

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We do not ask for any fees (refundable or non-refundable) at any stage of the job application and or recruitment process. We, therefore, appeal to job seekers not to respond to any such requests.