Job Title: Administrator (4 Entry Level Jobs)
Organization: Malaria
Consortium
Consortium
Project Name: USAID/PMI
Malaria Action Program for Districts (MAPD) Project
Malaria Action Program for Districts (MAPD) Project
Duty Station: Masaka, Hoima,
(Fort Portal) Kabarole and Arua, Uganda
(Fort Portal) Kabarole and Arua, Uganda
Reports to: Regional
Coordinator
Coordinator
Salary: USD 6,250 gross per
annum
annum
About Malaria Consortium:
Malaria Consortium is the world’s leading not-for-profit organisation
dedicated to the comprehensive control of malaria and other communicable
diseases in Africa and Southeast Asia. Malaria Consortium works with
communities, government and non-government agencies, academic institutions, and
local and international organisations, to ensure good evidence supports
delivery of effective services, providing technical support for monitoring and
evaluation of programmes and activities for evidence-based decision-making and
strategic planning. Malaria Consortium works to improve not only the health of
the individual, but also the capacity of national health systems, which helps
relieve poverty and support improved economic prosperity.
dedicated to the comprehensive control of malaria and other communicable
diseases in Africa and Southeast Asia. Malaria Consortium works with
communities, government and non-government agencies, academic institutions, and
local and international organisations, to ensure good evidence supports
delivery of effective services, providing technical support for monitoring and
evaluation of programmes and activities for evidence-based decision-making and
strategic planning. Malaria Consortium works to improve not only the health of
the individual, but also the capacity of national health systems, which helps
relieve poverty and support improved economic prosperity.
About USAID MAPD Project:
The Malaria Action Program for Districts (MAPD) project is a 5-year
USAID/PMI funded project. The project aims to prevent and control Malaria
illnesses and deaths in order to minimise the social economic effects of the
disease among the overall population of Uganda especially in children under 5
years of age. The project will be implemented starting in August 2016, and will
cover 43 districts with a total population of more than 13 million. The Malaria
Action Program for Districts project offers a partnership uniquely positioned
to deliver this implementation rollout. Partners include Johns Hopkins Program
for International Education in Gynecology and Obstetrics (JHPIEGO), Banyan
Global, Deloitte &Touché Uganda, Infectious Diseases Institute (IDI) and
Communication for Development Foundation-Uganda (CDFU).
USAID/PMI funded project. The project aims to prevent and control Malaria
illnesses and deaths in order to minimise the social economic effects of the
disease among the overall population of Uganda especially in children under 5
years of age. The project will be implemented starting in August 2016, and will
cover 43 districts with a total population of more than 13 million. The Malaria
Action Program for Districts project offers a partnership uniquely positioned
to deliver this implementation rollout. Partners include Johns Hopkins Program
for International Education in Gynecology and Obstetrics (JHPIEGO), Banyan
Global, Deloitte &Touché Uganda, Infectious Diseases Institute (IDI) and
Communication for Development Foundation-Uganda (CDFU).
Job Summary: The Administrator
will mainly be responsible for management of the reception, provide
administrative and logistics support to the office. The administrator is
responsible for management of the reception area, receiving visitors, managing
the central office phone, directing visitors and proving any administrative
related support to the team.
will mainly be responsible for management of the reception, provide
administrative and logistics support to the office. The administrator is
responsible for management of the reception area, receiving visitors, managing
the central office phone, directing visitors and proving any administrative
related support to the team.
Key Duties and
Responsibilities:
Responsibilities:
Administration and Logistics Support (70%)
·
Ensure
that all offices are kept clean at all times including the wash rooms by
providing adequate supervision to the support staff responsible for office
cleaning
Ensure
that all offices are kept clean at all times including the wash rooms by
providing adequate supervision to the support staff responsible for office
cleaning
·
Ensure
that the office cleaners and kitchen staff are performing to the required
standards
Ensure
that the office cleaners and kitchen staff are performing to the required
standards
·
Ensure
that the compound has a tidy and professional appearance including
gardening.
Ensure
that the compound has a tidy and professional appearance including
gardening.
·
Report
any building and maintenance issues to the line manager
Report
any building and maintenance issues to the line manager
·
Responsible
for managing stores for the project and office supplies
Responsible
for managing stores for the project and office supplies
·
Manage
vehicles and drivers including review of vehicle records
Manage
vehicles and drivers including review of vehicle records
·
Coordinate
vehicle hire as and when necessary
Coordinate
vehicle hire as and when necessary
·
In
charge of asset management and maintenance of register
In
charge of asset management and maintenance of register
·
ICT: Liaise with IT support service firms to
offer regular professional advice, IT support to staff in a timely manner that
does not interfere with staff work. Log all complaints and follow progress closely;
raise to a manager if service is not forthcoming
ICT: Liaise with IT support service firms to
offer regular professional advice, IT support to staff in a timely manner that
does not interfere with staff work. Log all complaints and follow progress closely;
raise to a manager if service is not forthcoming
·
Generator
service/maintenance
Generator
service/maintenance
·
Procurement
of office and project supplies (with guidance of the PRC in Hoima)
Procurement
of office and project supplies (with guidance of the PRC in Hoima)
·
Ensure
that the office cleaners and kitchen staff are performing to the required
standards
Ensure
that the office cleaners and kitchen staff are performing to the required
standards
·
Supervise
and ensure that the office buildings and compound are kept in a clean and tidy
way. Report any building and maintenance requests in writing to the Regional
Coordinator
Supervise
and ensure that the office buildings and compound are kept in a clean and tidy
way. Report any building and maintenance requests in writing to the Regional
Coordinator
·
Raise
all payment forms , submit to finance and make follow on all payments
Raise
all payment forms , submit to finance and make follow on all payments
·
Receive,
analyse, code and prepare request for payment for water , electricity, staff
telephone and security bills
Receive,
analyse, code and prepare request for payment for water , electricity, staff
telephone and security bills
Supervise and ensure that the front desk represents the organization to
the visitors in a professional manner: (25%)
the visitors in a professional manner: (25%)
·
Supervise
the receptionist on a day to day basis and ensure that their performance meets
the organizations core values
Supervise
the receptionist on a day to day basis and ensure that their performance meets
the organizations core values
·
Make
sure that the front desk is staffed at all times during the working
hours
Make
sure that the front desk is staffed at all times during the working
hours
·
The
incumbent will receive incoming calls to the office and transfer to requested
person
The
incumbent will receive incoming calls to the office and transfer to requested
person
·
Make
outgoing calls from Malaria consortium and connect to requested person
Make
outgoing calls from Malaria consortium and connect to requested person
·
Receive
parcels and give them to owners, and also send parcels
Receive
parcels and give them to owners, and also send parcels
Other (5%)
·
Ensure
that the first Aid Box is fully stocked at all times.
Ensure
that the first Aid Box is fully stocked at all times.
·
Book
accommodation for staff members from upcountry offices.
Book
accommodation for staff members from upcountry offices.
·
Ensure
that the stationery store is always fully stocked, and request for more items
in case they are over.
Ensure
that the stationery store is always fully stocked, and request for more items
in case they are over.
Qualifications, Skills and
Experience:
Experience:
·
The applicant for the Malaria Consortium USAID
MAPD Administrator job opportunity should hold a Bachelor’s degree in Information and office management/ office
Administration or related.
The applicant for the Malaria Consortium USAID
MAPD Administrator job opportunity should hold a Bachelor’s degree in Information and office management/ office
Administration or related.
·
One
year experience in the field of administration
One
year experience in the field of administration
·
Previous
experience in managing a reception, switchboard and/or customer care
Previous
experience in managing a reception, switchboard and/or customer care
·
Proven
previous experience in office management is desirable
Proven
previous experience in office management is desirable
·
Possess
good understanding, knowledge and experience in document control and management
Possess
good understanding, knowledge and experience in document control and management
·
Ability
to effectively manage time and resolve crises.
Ability
to effectively manage time and resolve crises.
·
Excellent
interpersonal and communication skills
Excellent
interpersonal and communication skills
·
Good
excel and other software skills
Good
excel and other software skills
·
Keen attention
to detail
Keen attention
to detail
Core Competencies:
Delivering Results: Focuses on delivering contribution to
Malaria Consortium and achieving own objectives
Malaria Consortium and achieving own objectives
·
Puts
in effort required to ensure the delivery of own work and objectives to meet
(and exceed) expectations
Puts
in effort required to ensure the delivery of own work and objectives to meet
(and exceed) expectations
·
Strong
self management of time and effort
Strong
self management of time and effort
·
Checks
own work to ensure quality
Checks
own work to ensure quality
Analysis and use of
information: Uses evidence to support work
information: Uses evidence to support work
·
Identifies
and uses various sources of evidence and feedback to support outputs
Identifies
and uses various sources of evidence and feedback to support outputs
·
Uses
evidence to evaluate policies, projects and programmes
Uses
evidence to evaluate policies, projects and programmes
·
Identifies
links between events and information identifying trends, issues and risks
Identifies
links between events and information identifying trends, issues and risks
·
Ensures
systems are in place to address organisation needs
Ensures
systems are in place to address organisation needs
Interpersonal and communications:
Listens and clearly presents information
Listens and clearly presents information
·
Actively
listens and pays attention
Actively
listens and pays attention
·
Presents
information and facts in a logical way
Presents
information and facts in a logical way
·
Shares
information willingly and on a timely basis
Shares
information willingly and on a timely basis
·
Communicates
honestly, respectfully and sensitively
Communicates
honestly, respectfully and sensitively
Collaboration and partnering:
Good and effective team player
Good and effective team player
·
Knows
who their customers are and their requirements.
Knows
who their customers are and their requirements.
·
Respects
and listens to different views/opinions
Respects
and listens to different views/opinions
·
Actively
collaborates across teams to achieve objectives and develop own thinking
Actively
collaborates across teams to achieve objectives and develop own thinking
·
Proactive
in providing and seeking support from team members
Proactive
in providing and seeking support from team members
Leading and motivating
people: Open to learning and responds positively to feedback
people: Open to learning and responds positively to feedback
·
Willingness
to manage own development and performance
Willingness
to manage own development and performance
·
Builds
capacity of colleagues by sharing knowledge (induction) and acting as induction
‘buddy’ when asked
Builds
capacity of colleagues by sharing knowledge (induction) and acting as induction
‘buddy’ when asked
·
Open
to learning new things
Open
to learning new things
·
Responds
positively to feedback from others.
Responds
positively to feedback from others.
·
Identifies mistakes and takes positive steps to
improve
Identifies mistakes and takes positive steps to
improve
Flexibility/ adaptability: Remains professional under external
pressure
pressure
·
Able
to adapt to changing situations effortlessly
Able
to adapt to changing situations effortlessly
·
Remains
constructive and positive under stress and able to tolerate difficult
situations and environments
Remains
constructive and positive under stress and able to tolerate difficult
situations and environments
·
Plans,
prioritises and performs tasks well under pressure
Plans,
prioritises and performs tasks well under pressure
·
Learns
from own successes / mistakes
Learns
from own successes / mistakes
Living the values:
Demonstrates Malaria Consortium values
Demonstrates Malaria Consortium values
·
Demonstrates
integrity, honesty and fairness in dealing with colleagues and stakeholders
Demonstrates
integrity, honesty and fairness in dealing with colleagues and stakeholders
·
Maintains
ethical and professional behaviour in line with Malaria Consortium’s values
Maintains
ethical and professional behaviour in line with Malaria Consortium’s values
·
Treats
all people with respect
Treats
all people with respect
Strategic planning and thinking
and sector awareness: Is aware of others’ activities and vice versa in
planning activities
and sector awareness: Is aware of others’ activities and vice versa in
planning activities
·
Takes
account of team members and others workload when planning.
Takes
account of team members and others workload when planning.
·
Maintains
awareness of impact on other parts of the organisation, keeping abreast of
other’s activities, objectives, commitments and needs
Maintains
awareness of impact on other parts of the organisation, keeping abreast of
other’s activities, objectives, commitments and needs
·
Has a
good understanding of the sector in which Malaria Consortium works
Has a
good understanding of the sector in which Malaria Consortium works
How to Apply:
All interested applicants are encouraged to apply online at the web
link below.
link below.
Deadline: 16th
September 2016 by 2:30 pm
September 2016 by 2:30 pm
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