Job Title: Administration Officer (4 Job Opportunities)
Organisation: Ministry
of Gender Labour and Social Development (MGLSD)
of Gender Labour and Social Development (MGLSD)
Project Name: Expanding Social Protection (ESP) programme
Duty Station: Gulu, Nebbi, Moroto and Kaberamaido, Uganda
Reports to: RTSU Coordinator / Senior Operations Officer
About US:
The
Ministry of Gender Labour and Social Development (MGLSD) has been leading
efforts to promote a coordinated approach to social protection in Uganda. These
efforts culminated in the design and implementation of the Expanding Social
Protection (ESP) programme with financial and technical support from GoU, DFID,
Irish Aid and UNICEF. Its goal is to reduce chronic poverty and improve life
chances for poor men, women and children in Uganda. The purpose is to embed a
national social protection system, including social assistance for the poorest and
most vulnerable, as a core element of Uganda’s national planning and budgeting
processes.
Ministry of Gender Labour and Social Development (MGLSD) has been leading
efforts to promote a coordinated approach to social protection in Uganda. These
efforts culminated in the design and implementation of the Expanding Social
Protection (ESP) programme with financial and technical support from GoU, DFID,
Irish Aid and UNICEF. Its goal is to reduce chronic poverty and improve life
chances for poor men, women and children in Uganda. The purpose is to embed a
national social protection system, including social assistance for the poorest and
most vulnerable, as a core element of Uganda’s national planning and budgeting
processes.
Phase
1 of the ESP programme was implemented through a Social Protection Secretariat
which was established in 2010 under the Directorate of Social Protection of the
Ministry. The objectives of Phase 1 included piloting Social Assistance Grants
in 15 districts and capacity building. ESP is now transitioning to Phase II in
which the program will expand to cover a total of 55 districts during the next
five years and be implemented by a Programme Management Unit (PMU), supported
by regional offices in Gulu, Kaberamaido, Kamuli, Kiboga, Kyenjojo, Moroto and
Nebbi.
1 of the ESP programme was implemented through a Social Protection Secretariat
which was established in 2010 under the Directorate of Social Protection of the
Ministry. The objectives of Phase 1 included piloting Social Assistance Grants
in 15 districts and capacity building. ESP is now transitioning to Phase II in
which the program will expand to cover a total of 55 districts during the next
five years and be implemented by a Programme Management Unit (PMU), supported
by regional offices in Gulu, Kaberamaido, Kamuli, Kiboga, Kyenjojo, Moroto and
Nebbi.
Job Summary: The Administration Officer will offer administrative
support to the RSTU staff and ensure the smooth implementation of the program.
The incumbent will take charge of office
management, logistics, fleet management and assets management
support to the RSTU staff and ensure the smooth implementation of the program.
The incumbent will take charge of office
management, logistics, fleet management and assets management
Key Duties and Responsibilities:
- Fixed Asset Registers:
- Maintain the fixed asset register at
the RTSU Level - Update the asset register to cater for
asset movement, disposals and acquisitions on monthly basis - The incumbent will ensure safe
custody and usage of assets - Provide administrative support for events such as workshops,
meetings and conferences including: - Venue identification and booking
- Invitations are delivered on time
- Procurement procedures are followed
at all rimes - Maintain sufficient stocks of consumables and Stationery
- Prepare and submit monthly usage and
stock levels reports - In charge of processing the
procurement requests - Update records
- Coordinate courier for local deliveries
- ESP Files and Records:
- Ensure that all ESP records are well
stored and Can be retrieved when required. - Set Up an archiving system for old
files - Work in liaison with the SAGE team,
set up the file registry for Beneficiary Records - Payment Processing:
- Prepare documents to request payment
- Gather all relevant signatures
- Check all requests are fully
supported by complete documentation and codes. - Pass to finance on a timely basis.
- Ensuring safe and healthy office environment including washrooms,
kitchen and offices through regular monitoring and supervision of cleaning
routines. - Ensure stable supply of news-papers magazines as well timely
payments. - Leave Register:
- Maintain the leave register
- Keenly monitor staff absences and
ensure forms are completed and the register updated - Prepare and submit monthly report
for management - Manage airtime and internet for staff in a timely manner.
- Maintain GPA and Health Insurance registers, process claims and
follow up. - Perform any other duties that maybe required.
Qualifications, Skills and Experience:
- The prospective Administration Officer should
hold a first degree in either of the following disciplines: Social
sciences, Development studies, Public Administration or Business administration. - Possession of Post Graduate Diploma
qualification in Business or Public administration is desired. - A minimum of three years’ experience in
provision of operation client services support in a busy and reputable organisation. - Mature proactive team player
- Excellent communication arid interpersonal
skills - Broad knowledge and understanding of the need
for service and operations integrity. - Knowledge of GoU travel and procurement
procedures is an advantage.
How to Apply:
All
suitably qualified and interested candidates who wish to join the ESP Programme
should send the following:
suitably qualified and interested candidates who wish to join the ESP Programme
should send the following:
- A one (1) page supporting statement
explaining how you believe your experience matches the requirements of the
role, directly addressing the position description; - Updated Curriculum vitae with a maximum four
(4) pages, providing three references, one of whom should be your current
or most recent employer, copies of academic and professional certificates/
testimonials, postal address and daytime telephone contact addressed to:
The
Head PMU,
Head PMU,
Expanding
Social Protection Programme in Uganda,
Social Protection Programme in Uganda,
Ministry
of Gender, Labour and Social Development,
of Gender, Labour and Social Development,
Plot
9, Lourdel Road,
9, Lourdel Road,
P.O.
Box 28240 Kampala, Uganda
Box 28240 Kampala, Uganda
Please
clearly indicate the position applied for on the envelope (“Application for the
position of……..”).
clearly indicate the position applied for on the envelope (“Application for the
position of……..”).
Physically
hand deliver your applications to ABS Consulting Group Limited, Plot 1 Pilkington
Road, Workers House, 9th Floor, Southern Wing
hand deliver your applications to ABS Consulting Group Limited, Plot 1 Pilkington
Road, Workers House, 9th Floor, Southern Wing
Deadline: 1st April, 2016
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