Job Title: Program Assistant
Organisation: Marie Stopes
International (MSI)
International (MSI)
Duty Station: Kampala,
Uganda
Uganda
Reports to: Project
Coordinator
Coordinator
Ref: 001/08/2015
About US:
Marie Stopes
International (MSI) is a global non-profit organisation providing personalised
contraception and safe post-abortion care services to women and girls. Our
local teams of professionals are passionate about the work they do in
communities across 37 countries. The services we provide give a woman the power
to choose when she has children so that she is free pursue her plans and dreams
for herself and her family.
International (MSI) is a global non-profit organisation providing personalised
contraception and safe post-abortion care services to women and girls. Our
local teams of professionals are passionate about the work they do in
communities across 37 countries. The services we provide give a woman the power
to choose when she has children so that she is free pursue her plans and dreams
for herself and her family.
Job Summary: The Programme
Assistant will be responsible in ensuring the smooth running of the Programmes
Department through providing a high level of quality administrative and
logistical support to the team plus an effective distribution system for
vouchers.
Assistant will be responsible in ensuring the smooth running of the Programmes
Department through providing a high level of quality administrative and
logistical support to the team plus an effective distribution system for
vouchers.
Key Duties and Responsibilities:
1.
Communication and Coordination:
Communication and Coordination:
·
Organizing well-planned meetings, tracking the best
performing teams as well as their training, travel and additional courses.
Organizing well-planned meetings, tracking the best
performing teams as well as their training, travel and additional courses.
·
Develop and maintain a well-organized and easy to
follow filing system that permits easy reference to and rapid retrieval of
information whether in soft copy or hard copy depending on the preference of
the Director.
Develop and maintain a well-organized and easy to
follow filing system that permits easy reference to and rapid retrieval of
information whether in soft copy or hard copy depending on the preference of
the Director.
·
Providing administrative support to the field teams
as may be required i.e. drafting, typing, editing and formatting documents and
letters that go out to partners, stakeholders, and clients.
Providing administrative support to the field teams
as may be required i.e. drafting, typing, editing and formatting documents and
letters that go out to partners, stakeholders, and clients.
2.
Financial Administration:
Financial Administration:
·
Prepare budgets for planned activities, including
new projects and training, with support from programme team members
Prepare budgets for planned activities, including
new projects and training, with support from programme team members
·
Regularly review regional office petty cash vouchers
in consultation with the Project Coordinator.
Regularly review regional office petty cash vouchers
in consultation with the Project Coordinator.
·
The incumbent will support the programme teams in
the preparation of monthly performance Highlight Reports, documents for
regional reviews and the annual business planning process
The incumbent will support the programme teams in
the preparation of monthly performance Highlight Reports, documents for
regional reviews and the annual business planning process
3.
Voucher Management Cycle:
Voucher Management Cycle:
·
Printing of vouchers
Printing of vouchers
·
Determination of number of vouchers to be printed
Determination of number of vouchers to be printed
·
Generation of bar codes
Generation of bar codes
·
Follow up on timely delivery of printed vouchers
Follow up on timely delivery of printed vouchers
·
In charge of the verification of printed vouchers to
ascertain any mistakes in printing
In charge of the verification of printed vouchers to
ascertain any mistakes in printing
·
Issue vouchers to BCC teams through the system
Issue vouchers to BCC teams through the system
·
Reprint of new vouchers processed when a balance of
20,000 vouchers remains
Reprint of new vouchers processed when a balance of
20,000 vouchers remains
·
Managing vouchers into the CPDMS
Managing vouchers into the CPDMS
·
Scan printed vouchers into the system warehouse
Scan printed vouchers into the system warehouse
·
Issuing vouchers from the warehouse to BCC teams
(selling vouchers in the system)
Issuing vouchers from the warehouse to BCC teams
(selling vouchers in the system)
·
The incumbent will be monitoring voucher sales from
BCC teams to CBDs
The incumbent will be monitoring voucher sales from
BCC teams to CBDs
·
Monitoring voucher sales from CBDs to end clients
Monitoring voucher sales from CBDs to end clients
·
Manage productivity of the data
management teams
Manage productivity of the data
management teams
·
Keenly monitoring the performance of both Claims
& Data Officers (in comparison with their daily and monthly targets)
Keenly monitoring the performance of both Claims
& Data Officers (in comparison with their daily and monthly targets)
·
Monitoring the close out of monthly entries to allow
timely analysis of data and submission of reports
Monitoring the close out of monthly entries to allow
timely analysis of data and submission of reports
·
Ensure the timely submission of payment advises to
Finance for processing of payments.
Ensure the timely submission of payment advises to
Finance for processing of payments.
·
Generate timely and accurate monthly
performance reports: Generate regional service reports, including
quarantined and rejected monthly claims, voucher redemption trends , cash
verses voucher reports
Generate timely and accurate monthly
performance reports: Generate regional service reports, including
quarantined and rejected monthly claims, voucher redemption trends , cash
verses voucher reports
·
Follow up with finance for timely
re-imbursements to the franchisees: Adhere to the 60 days
re-imbursement period from the date payment advises are generated and shared
with finance
Follow up with finance for timely
re-imbursements to the franchisees: Adhere to the 60 days
re-imbursement period from the date payment advises are generated and shared
with finance
·
Share payment reports with all
Franchisees: Timely sending of payment reports to Project Coordinator
for distribution to franchisees
Share payment reports with all
Franchisees: Timely sending of payment reports to Project Coordinator
for distribution to franchisees
·
Coordinate the reconciliation exercise
Coordinate the reconciliation exercise
·
Generate monthly service and payment reports for all
the franchisees to be reconciled.
Generate monthly service and payment reports for all
the franchisees to be reconciled.
·
The incumbent will draw reconciliation schedules
The incumbent will draw reconciliation schedules
Key Performance Indicators:
·
Well-co-ordinated events and satisfied teams that
receive information and items in a timely manner.
Well-co-ordinated events and satisfied teams that
receive information and items in a timely manner.
·
Good administration of material
Good administration of material
·
Accurate budget preparation, reviews and reports
Accurate budget preparation, reviews and reports
·
No stock outs of vouchers
No stock outs of vouchers
·
All vouchers issued through the system
All vouchers issued through the system
·
100% performance on set targets of claims to be
handled by Claims & data officers.
100% performance on set targets of claims to be
handled by Claims & data officers.
·
Payments advice submitted to finance timely.
Payments advice submitted to finance timely.
·
Monthly re-imbursements to Franchisee done on time.
Monthly re-imbursements to Franchisee done on time.
·
Payment reports sent to Franchisees timely after the
payments are made.
Payment reports sent to Franchisees timely after the
payments are made.
·
Reconciliation for each franchisee done in not more
than three months
Reconciliation for each franchisee done in not more
than three months
Qualifications, Skills and
Experience:
Experience:
The ideal
candidate should preferably hold a University Degree in Social Science ,
related discipline or equivalent
candidate should preferably hold a University Degree in Social Science ,
related discipline or equivalent
The Program
Assistant is required to demonstrate MSI Uganda’s core values of:
Assistant is required to demonstrate MSI Uganda’s core values of:
·
Accountability of all staff to each other and our
clients and stakeholders
Accountability of all staff to each other and our
clients and stakeholders
·
Equality of opportunity and access
Equality of opportunity and access
·
Value for money in the management of our resources
Value for money in the management of our resources
How to Apply:
All suitably
qualified and interested candidates are encouraged to send their electronic
applications including a cover letter, updated CV and academic documents via
E-mail to: [email protected].
qualified and interested candidates are encouraged to send their electronic
applications including a cover letter, updated CV and academic documents via
E-mail to: [email protected].
Deadline: 21st August, 2015
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