The Ugandan Jobline

• Regularly carry out and monitor office and administrative activities to ensure smooth support is provided, and in accordance with defined procedures and processes.
• Manage building and generator maintenance, 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.
• The incumbent will identify any office repairs needed and coordinate proper repair work, including fumigation
• 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.
• Ensure office supplies are procured timely and stocks properly monitored; that payments to office service providers and vendors are processed timely in order to avoid service interruptions
• Ensure all office facilities functions are supervised accordingly including reception, cleaners and guards.
• Ensure the yard is kept in good state of maintenance at all times
• The jobholder will support HR as delegated to ensure job requisitions, interview planning are handled properly as well as managing project staff orientation process.
• Assist in welcoming visitors and orientation of new employees, setting up work space and addressing any issues that arise
• Working with the leadership team, plan periodic staff and other meetings

• In charge of property management and office inventory; ensuring that complete record of assets, equipment and inventories (asset register) are maintained in accordance with MSH policies and donor regulations. Ensure assets are allocated and signed for properly as well as perform periodic asset verification.
• Carry out inventory reviews and update inventory tracking records and reports quarterly
• Manage system to ensure safe keeping and usage of all in-country property under MSH stewardship, including proper insurance of assets.
• Assist with coordinating inventory dispositions as approved.
• Ensure equipment is available and serviced regularly
• Ensure that adequate security and oversight is in place to safeguard all assets on the premises.
• Assist in the coordination of any insurance claims for damaged, lost, stolen property.

• Oversee management of Stores for office consumables, program supplies including monitoring stock levels and ascertaining re-order levels .
• Inspect goods at receipt, including issuing GRVs and recording receipts in stock cards.. This includes ensuring that goods are not damaged at the time of receipt, and that everything ordered is present and accounted for.
• Keep track of movement of the items in and out of the stores and to the final destination(s).
• Ensure the availability of adequate amount of supplies and materials regularly required for smooth operation of project activities.
• Coordinate with Procurement Unit to assist in the procurement of goods and services when stocks run low
• Maintaining an inventory tracker for items tagged and labeled in the stores, ensuring that items do not leave the stores until they have been tagged and labeled accordingly.
• Ensure the safety and security of the stock, ensuring that there are adequate security systems in place to guard against theft, fire or any form of destruction.
• Capture data and update stock orders in a computerized inventory system; prepare monthly stock reports for review by the Director, Finance and Operations.
• Overseeing and supervising staff who maybe requested to support your area of implementation.

• 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.
• Provide supervision to Receptionist and Office Assistant 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.
• Contribute to maintaining teamwork, discipline sound work relationships and productivity
• Perform other duties as may be assigned from time-to-time.

• The Office Manager should preferably hold a Degree in Administration or equivalent
• A minimum of four years of administrative experience.
• Strong administrative, organizational, and written and verbal communication skills.
• 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.
• Ability to work independently, take initiative and learn complex procedures.
• Demonstrated experience with managing an office and ability to work as an effective team player
• 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.
• Good supervisory and conflict resolution skills.
• Ability to travel extensively
• Fluency in both written and spoken English.

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