Job Title: Office Administrator
Organisation: Stop Malaria
Project (SMP)
Project (SMP)
Reports to: Operations
Officer
Officer
Duty Station: Kampala,
Uganda
Uganda
About SMP:
The Uganda Stop Malaria Project
(SMP) is a six-year USAID funded initiative awarded in September 2008. The
project is being implemented by a consortium of partners led by Johns Hopkins
University Bloomberg School of Public Health Centre for Communication Programs
(JHUCCP). The other partners are Malaria Consortium (MC), Communication for
Development Foundation Uganda (CDFU) and Infectious Diseases Institute (IDI), Conference
Services and Travel Coordination.
(SMP) is a six-year USAID funded initiative awarded in September 2008. The
project is being implemented by a consortium of partners led by Johns Hopkins
University Bloomberg School of Public Health Centre for Communication Programs
(JHUCCP). The other partners are Malaria Consortium (MC), Communication for
Development Foundation Uganda (CDFU) and Infectious Diseases Institute (IDI), Conference
Services and Travel Coordination.
Job Summary: The Office
Administrator will be responsible for providing administrative support for the
Stop Malaria Project Offices in Kampala and the Zonal offices in Hoima and
Soroti ensuring the smooth functioning of these offices.
Administrator will be responsible for providing administrative support for the
Stop Malaria Project Offices in Kampala and the Zonal offices in Hoima and
Soroti ensuring the smooth functioning of these offices.
Key Duties and Responsibilities:
- Aid staff to organize workshops and
meetings, including identifying venues, confirming attendee lists and
general logistical support. - Organize travel for staff, consultants and
workshop participants, including transportation, accommodation and general
coordination activities - Maintain files of workshop and meeting
registration forms, related correspondence and forward copies to relevant
SMP staff.
Supply, Equipment and Inventory Tracking:
- Keep records of office stationery and
supplies and monitor stock levels to ensure reordering is done in a timely
manner. - Maintain supply inventory logbook and
asset tracking forms - Maintain the asset tracking register
- Maintain well-organized files for
maintenance agreements, warranties and operating manuals for all office
equipment
Transportation Coordination:
- Coordinate transportation schedules within
established vehicle coordination system. - Maintain a log of vehicle hires and SMP
vehicles. - Maintain vehicle fuel coupons and compare
them to invoices from petrol vendors.
Procurement Coordination:
- The Office Administrator will partake in
the procurement process including supporting the identification selection,
supervision and payment of approved vendors in line with donor guidelines.
Other General Administrative Tasks:
- Work with Uganda government agencies
Uganda Revenue Authority, Ministry of Internal Immigration etc.) to
coordinate work permits, let clearance documents. - Managing all administrative-related document
and ensuring appropriate electronic and hard distribution, filing and
archiving. - Ensure timely verification, review of
bills for payments - Assist with other administrative
activities as dimes his/her supervisor.
Qualifications, Skills and
Experience:
Experience:
- The applicant should hold a Bachelors
degree or higher in business administration or related field - Three or more years experience in administration
including procurement - Previous experience working on US government
funded projects is an added advantage. - Candidate must be extremely knowledgeable
with management and procurement regulations. - Must be familiar with USAID/US government
financial regulations - Familiarity with Uganda Labor Laws
- Attention to detail with Strong analytical
result-oriented skills. - Computer literacy skills i.e. Word and
Excel at least at an intermediate level. - High-quality work output
- Ability to meet deadlines.
- High level of integrity.
- Fluency in English, both written and
spoken English. - Excellent communication skills
How to Apply:
All interested candidates are invited to send their applications,
academic transcripts and three professional references to the Johns Hopkins
University/Center for Communication Programmes, Plot 15 Binayomba Avenue
(between Ambrossoli International School and Royal Suites) Bugolobi, Kampala,
Uganda
academic transcripts and three professional references to the Johns Hopkins
University/Center for Communication Programmes, Plot 15 Binayomba Avenue
(between Ambrossoli International School and Royal Suites) Bugolobi, Kampala,
Uganda
NB: Please indicate on the envelope the job you
are applying for.
are applying for.
Deadline: Monday 26th August 2013 not later than 5:00pm
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