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Admin Jobs – Facilities Officer at Management Sciences for Health (MSH)
Job Title: Facilities Officer
Organization: Management
Sciences for Health (MSH)
Sciences for Health (MSH)
Project Name: USAID Uganda
Health Supply Chain UHSC Project
Health Supply Chain UHSC Project
Duty Station: Kampala,
Uganda
Uganda
Reports to: Operations
Unit Manager
Unit Manager
Job ID: 13-8667
About MSH:
Management
Sciences for Health (MSH) is an international non-profit health organization
composed of nearly 2500 people from more than 74 nationalities working in over
50 countries. Our mission is to save lives and improve the health of the
world’s poorest and most vulnerable people by closing the gap between knowledge
and action in public health. Together with our partners, we are helping
managers and leaders in developing countries to create stronger management
systems that improve health services for the greatest health impact.
Sciences for Health (MSH) is an international non-profit health organization
composed of nearly 2500 people from more than 74 nationalities working in over
50 countries. Our mission is to save lives and improve the health of the
world’s poorest and most vulnerable people by closing the gap between knowledge
and action in public health. Together with our partners, we are helping
managers and leaders in developing countries to create stronger management
systems that improve health services for the greatest health impact.
About USAID UHSC Project:
The Partnership
for Supply Chain Management (PFSCM) is implementing the Supply Chain Management
System (SCMS) contract for USAID as part of the President’s Emergency Plan for
AIDS Relief. SCMS strengthens or establishes secure, reliable, cost-effective,
and sustainable supply chains capable of meeting the care and treatment needs
of people living with and affected by HIV and AIDS. In coordination with
in-country and international partners, SCMS assists programs to enhance their
supply-chain capacity; ensure that accurate supply chain information is
collected, shared, and used; and provides quality, affordable, health care
products to those who need them. In Uganda, the SCMS project is managed by
Management Sciences for Health (MSH).
for Supply Chain Management (PFSCM) is implementing the Supply Chain Management
System (SCMS) contract for USAID as part of the President’s Emergency Plan for
AIDS Relief. SCMS strengthens or establishes secure, reliable, cost-effective,
and sustainable supply chains capable of meeting the care and treatment needs
of people living with and affected by HIV and AIDS. In coordination with
in-country and international partners, SCMS assists programs to enhance their
supply-chain capacity; ensure that accurate supply chain information is
collected, shared, and used; and provides quality, affordable, health care
products to those who need them. In Uganda, the SCMS project is managed by
Management Sciences for Health (MSH).
Job Summary: The Facilities
Officer will be responsible for overseeing facilities and office operations to
ensure a safe, clean, smooth and efficient workplace and support function,
managing all general office services and supplies, inventory management,
assisting with meeting and workshop logistics, and supervising the facilities
staff. S/he ensures that the department operates as a cohesive, neutral,
functional unit that provides high-quality, responsive, timely and cost
effective services across all projects within the framework of local laws, MSH
policies and standard operating procedures, and donor requirements. S/he is a
member of the MSH Uganda Country Operations Management Unit (COMU) and reports
directly to the Operations Unit Manager.
Officer will be responsible for overseeing facilities and office operations to
ensure a safe, clean, smooth and efficient workplace and support function,
managing all general office services and supplies, inventory management,
assisting with meeting and workshop logistics, and supervising the facilities
staff. S/he ensures that the department operates as a cohesive, neutral,
functional unit that provides high-quality, responsive, timely and cost
effective services across all projects within the framework of local laws, MSH
policies and standard operating procedures, and donor requirements. S/he is a
member of the MSH Uganda Country Operations Management Unit (COMU) and reports
directly to the Operations Unit Manager.
Key Duties and Responsibilities:
1.
Facilities Services:
Facilities Services:
·
Regularly carry out and monitor office and
administrative activities to ensure smooth support is provided, and in
accordance with defined procedures and processes.
Regularly carry out and monitor office and
administrative activities to ensure smooth support is provided, and in
accordance with defined procedures and processes.
·
The incumbent will manage building maintenance,
generator and general office security.
The incumbent will manage building maintenance,
generator and general office security.
·
Ensure staff safety including fire and safety checks
and plans; arrange emergency drills and practice evacuation; respond to office
emergencies appropriately.
Ensure staff safety including fire and safety checks
and plans; arrange emergency drills and practice evacuation; respond to office
emergencies appropriately.
·
Notify the Unit Manager of any office repairs needed
and coordinate proper repair work, including fumigation
Notify the Unit Manager of any office repairs needed
and coordinate proper repair work, including fumigation
·
Manage cleaning and security vendor agreements and
relationships to ensure customer satisfaction
Manage cleaning and security vendor agreements and
relationships to ensure customer satisfaction
·
Update and maintain office files, ensures that all
correspondence are properly copied and filed in accordance with filling system
and records retention policy.
Update and maintain office files, ensures that all
correspondence are properly copied and filed in accordance with filling system
and records retention policy.
·
In charge of overseeing all information and filing
systems required to verify use of project resources and supplies, including
purchase order files.
In charge of overseeing all information and filing
systems required to verify use of project resources and supplies, including
purchase order files.
·
Ensure that payments to office service providers
(utilities, security) are up-to-date in order to avoid service interruptions
Ensure that payments to office service providers
(utilities, security) are up-to-date in order to avoid service interruptions
·
Ensure all office facilities functions are carried
out, and that reception, switchboard, guards, gardening, are properly
maintained at all times
Ensure all office facilities functions are carried
out, and that reception, switchboard, guards, gardening, are properly
maintained at all times
·
Ensure reception desk is staffed at all times
Ensure reception desk is staffed at all times
·
Supervise support staff such as Store Managers,
Administrative Assistants, Office Assistants and Receptionists
Supervise support staff such as Store Managers,
Administrative Assistants, Office Assistants and Receptionists
·
The incumbent will assist in welcoming new
employees/visitors, setting up office work space and in addressing customer
complaints
The incumbent will assist in welcoming new
employees/visitors, setting up office work space and in addressing customer
complaints
2.
Asset, Property and Inventory Management:
Asset, Property and Inventory Management:
·
Responsible for property management and office
inventory. Ensure that complete inventories of equipment are maintained and
reported for all projects in accordance with MSH policies and respective donor
regulations.
Responsible for property management and office
inventory. Ensure that complete inventories of equipment are maintained and
reported for all projects in accordance with MSH policies and respective donor
regulations.
·
Carry out inventory reviews and update inventory
tracking records quarterly
Carry out inventory reviews and update inventory
tracking records quarterly
·
The incumbent will manage system to ensure safe
keeping and usage all in-country property under MSH stewardship, including
proper insurance of assets.
The incumbent will manage system to ensure safe
keeping and usage all in-country property under MSH stewardship, including
proper insurance of assets.
·
Assist with coordinating inventory dispositions as
approved.
Assist with coordinating inventory dispositions as
approved.
·
Responsible for the maintenance of the MSH general
asset register, allocation and routine spot checks, ensuring the availability
of adequate amount of office stationary, cleaning material and maintains its
records.
Responsible for the maintenance of the MSH general
asset register, allocation and routine spot checks, ensuring the availability
of adequate amount of office stationary, cleaning material and maintains its
records.
·
Ensure equipment is available and serviced regularly
Ensure equipment is available and serviced regularly
·
Ensure that adequate security and oversight is in
place to safeguard all assets on the premises.
Ensure that adequate security and oversight is in
place to safeguard all assets on the premises.
·
Work closely with Procurement unit to assist in the
procurement of goods and services when stocks run low
Work closely with Procurement unit to assist in the
procurement of goods and services when stocks run low
·
Assist in coordination of any insurance claims for damaged,
lost, stolen property.
Assist in coordination of any insurance claims for damaged,
lost, stolen property.
·
Oversee management of Stores for office supplies
including monitoring stock levels and ascertaining re-order levels for the
central and district offices.
Oversee management of Stores for office supplies
including monitoring stock levels and ascertaining re-order levels for the
central and district offices.
3.
Meeting Space and Workshop Logistics:
Meeting Space and Workshop Logistics:
·
Maintain calendar for booking office boardrooms, and
ensure setup for meetings is provided timely (tea, meals, supplies, phone,
etc.)
Maintain calendar for booking office boardrooms, and
ensure setup for meetings is provided timely (tea, meals, supplies, phone,
etc.)
·
Assist with arranging and planning of internal
events and conferences (holiday parties, team building events, etc.)
Assist with arranging and planning of internal
events and conferences (holiday parties, team building events, etc.)
·
Assist with bookings for project specific workshops
and events as needed; identify external venues, caterers, transporters, etc.
Assist with bookings for project specific workshops
and events as needed; identify external venues, caterers, transporters, etc.
4.
General:
General:
·
Provide timely, cost effective, and high quality
support and service to all MSH country-based projects and activities.
Provide timely, cost effective, and high quality
support and service to all MSH country-based projects and activities.
·
Assist to mitigate risks and rectify challenges
identified.
Assist to mitigate risks and rectify challenges
identified.
·
Assist and deliver training to field offices as
needed.
Assist and deliver training to field offices as
needed.
·
Provide supervision to all facilities staff and is
accountable for their performance management (including regular results,
check-ins, formal appraisals, supportive supervision, rewards, training,
coaching and career development support)
Provide supervision to all facilities staff and is
accountable for their performance management (including regular results,
check-ins, formal appraisals, supportive supervision, rewards, training,
coaching and career development support)
·
Ensure actions are governed by the highest standards
of personal and business conduct as stipulated in policy guidelines.
Ensure actions are governed by the highest standards
of personal and business conduct as stipulated in policy guidelines.
·
Actively contribute to maintaining teamwork, discipline
sound work relationships and productivity
Actively contribute to maintaining teamwork, discipline
sound work relationships and productivity
·
Perform other duties as may be assigned from
time-to-time
Perform other duties as may be assigned from
time-to-time
Qualifications, Skills and Experience:
·
The ideal candidate should hold a degree in
Administration or equivalent
The ideal candidate should hold a degree in
Administration or equivalent
·
At least three to five years of relevant experience.
At least three to five years of relevant experience.
·
Strong administrative, organizational, and written and
verbal communication skills.
Strong administrative, organizational, and written and
verbal communication skills.
·
Excellent interpersonal skills; demonstrated ability
to interact professionally with diverse clients and stakeholders.
Excellent interpersonal skills; demonstrated ability
to interact professionally with diverse clients and stakeholders.
·
Demonstrated competence to assess priorities and
manage a variety of activities in a time-sensitive environment and meet
deadlines with attention to detail and quality.
Demonstrated competence to assess priorities and
manage a variety of activities in a time-sensitive environment and meet
deadlines with attention to detail and quality.
·
Possess the ability to work independently, take
initiative and learn complex procedures.
Possess the ability to work independently, take
initiative and learn complex procedures.
·
Previous experience with managing an office and
ability to work as an effective team player
Previous experience with managing an office and
ability to work as an effective team player
·
Working knowledge of donor regulations preferred.
Working knowledge of donor regulations preferred.
·
Computer skills in word processing, database,
presentation, and spreadsheet applications; Microsoft Office preferred, along
with ability to learn new software packages.
Computer skills in word processing, database,
presentation, and spreadsheet applications; Microsoft Office preferred, along
with ability to learn new software packages.
·
Good supervisory and conflict resolution skills.
Good supervisory and conflict resolution skills.
·
Fluency in English.
Fluency in English.
·
Ability to travel
Ability to travel
How to Apply:
All suitably
qualified and interested candidates who wish to join the Management Sciences
for Health in the aforementioned capacity are encouraged to Apply Online by
clicking on the link below.
qualified and interested candidates who wish to join the Management Sciences
for Health in the aforementioned capacity are encouraged to Apply Online by
clicking on the link below.
Deadline: 13th November, 2015
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