USAID Senior Office Administrator Grant Vacancy – Elizabeth Glaser Pediatric AIDS Foundation (EGPAF)

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Organization: Elizabeth
Glaser Pediatric AIDS Foundation (EGPAF)
Project Name: USAID Regional
Health Integration to Enhance Health Services in the South West Uganda Project
(RHITES)
Duty Station: Mbarara,
Uganda
About US:
The Elizabeth
Glaser Pediatric AIDS Foundation (EGPAF) seeks to end pediatric HIV/AIDS
through research, advocacy, and prevention and treatment programs. We are a
global leader in the fight against pediatric HIV and AIDS, working in 15
countries and at 7,000 sites around the world to prevent the transmission of
HIV to children, and to help those already infected. Today, because of the
highly successful work of the Foundation and its partners over the last 25
years, pediatric AIDS has been virtually eliminated in the United States and
new infections in children have declined by 58% worldwide. EGPAF Uganda Country
program is currently implementing a number of projects in partnership with
various donors.
About USAID RHITES Project:
The Elizabeth
Glaser Pediatric AIDS Foundation (EGPAF) implements the USAID Regional Health
Integration to Enhance Health Services in the South West Uganda Project
(RHITES) whose aim is to increase the availability, accessibility and quality
of integrated health services including HIV and TB prevention, care and
treatment; maternal, neonatal and child health services; family planning;
nutrition assessment, counseling support; malaria prevention and treatment and
other primary care services.
Job Summary:  The Senior Office Administrator will mainly be
responsible for monitoring and managing the day-to-day activities of the
Elizabeth Glaser Pediatric AIDS Foundation (EGPAF) Country Office: management
of support staff, procurement/ purchasing, transport/fleet management, asset
and property management, security, hotel reservation, organization of training
and workshop events.
Key Duties and Responsibilities:
1.
Procurement:
·        
Implements EGPAF purchasing policy and promotes
purchasing best practices to realise value for money.
·        
Actively participates in the selection of
appropriate suppliers and contractors, negotiation of contract terms and
promotes good procurement practices to ensure ethical purchasing standards.
·        
Works closely with other departments as necessary to
work out a procurement plan on which the purchases are based.
·        
Provides logistical support for workshops and
training events.
·        
Manages insurance schemes (third party, etc) for
office property.
·        
Maintains supplier-EGPAF relationships, and manages
quality.
·        
Secretary to EGPAF Procurement Committee.
2.
Transport/fleet management –Mbarara Office
·        
Ensures that drivers carry out vehicle maintenance
and service checks, deal with any minor or major breakages and break downs in
time to have the vehicles available on road when they are needed.
·        
Ensures that all vehicles used by the Foundation
staff are safe and roadworthy, driven by trained drivers and maintained by
experienced personnel;
·        
Ensures that the regulations in vehicle log books
and Foundation driving policies are adhered to by all the drivers through
continuous observation of drivers’ performance and vehicles’ technical
conditions;
·        
The job holder also manages transport planning
system in order to come up with the vehicles distribution plan to satisfy all
the requests.
·        
Manages all the related transport paper work and
registers including logbooks, registration and insurance documentation;
·        
Collects and checks individual vehicle log books on
monthly basis in order to carry out monthly transport analysis and monthly
transport summary.
·        
Manages daily process of fuelling vehicles to ensure
that they are prepared for their journeys and prepare monthly analysis of fuel
consumption per vehicle and deal with any anomalous rates.
·        
Maintains Daily Vehicle Movement Board.
·        
Collects weekly transport reserve plan from all the
departments and allocate/the vehicles as per requirements.
·        
Ensures that separate requests, comments or
complaints on drivers’ performance, vehicles condition, terrain conditions are
considered and dealt with and relevant amendments in vehicles allocation,
weekly transport plan, or change of drivers and vehicles.
3.
Security-Mbarara Office
·        
Manages the security of the Foundation premises,
property and people.
·        
Responsible for supervising, training, scheduling,
evaluating and coordinating Security guards.
·        
Ensures fire fighting equipment are in place;
·        
Investigates and/or reports hazards and unusual or
suspicious circumstances to management for correction or follow-up actions.
·        
Regularly reviews reports from guards for
completeness and activity needing follow-up; provides written and oral reports
to supervisor.
4.
Asset and Property Management-Mbarara Office
·        
Ensures accuracy in the Assets Control System, make
sure anomalies (if any) are identified and addressed immediately.
·        
Ensures accountability and proper tracking
mechanisms for all EGPAF assets.
·        
Verifies accuracy of the asset data recorded and
submits accurate information to headquarters.
·        
Coordinates acquisition and disposal of all assets.
5.
Administration:
·        
Builds and manages teams and create an enabling
environment, as well as an ability to lead, supervise, mentor, develop and
evaluate Operations personnel and encourage good performance among them.
·        
Prepares work schedules and assigns duties to
operations personnel to ensure efficient operation of the department.
·        
Conducts meetings of operations personnel, confers
with subordinate personnel to discuss operational problems and explain
procedural changes or practices.
·        
Actively participates in interviewing, selection,
and hiring new Operations employees.
·        
Takes direction from senior management and
translates these directions into working practice.
·        
Works closely with other functional/departmental
managers so as to understand all necessary aspects and needs of operational
development, and to ensure they are fully informed of operational objectives,
purposes and achievements.
·        
Actively monitors, and reports to senior management
operational issues, opportunities and development plans and achievements and
acts as liaison between operational staff and the senior management.
Qualifications, Skills and Experience: 
·        
The EGPAF Senior Office Administrator should
preferably hold a University Degree in Business Administration, Procurement.
·        
Possession of a Professional qualification such as a
post graduate diploma in procurement and logistics management, CIPS or an
equivalent will be of an added advantage.
·        
At least five years of related experience in a
similar position, preferably with a USAID-funded agency or nongovernmental
organization.
·        
Prospective candidates should have experience
working in a busy organisation handling big volume procurement under minimal
supervision.
·        
Working knowledge of local languages will be an
added advantage
NB: This is a re-advertised position so individuals
that had applied for it needn’t re-apply.


How to Apply:
All suitably
qualified and interested candidates are encouraged to send their applications
to this address;
The Country
Director, Elizabeth Glaser Pediatric AIDS Foundation (EGPAF), Plot 18A Kyadondo
Road, Nakasero, P.O. Box 21127, Kampala, Uganda
E-mail to:
UgandaRecruitment@pedaids.org
Deadline: 28th March 2016

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