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Office Manager Non-profit Jobs – Management Sciences for Health (MSH)
Job Title: Office Manager
Organization: Management
Sciences for Health (MSH)
Sciences for Health (MSH)
Duty Station: Kampala,
Uganda
Uganda
Reports to: Human Resources
Specialist
Specialist
Job ID: 13-9263
About US:
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.
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.
Job Summary: The Office
Manager will mainly be responsible for overseeing the receipt, storage, requisition
and disbursement of supplies, materials and equipment ensuring that staff
members have access to the necessary items whenever required. In addition, s/he
is responsible for providing logistical support and to monitor proper
accountability of supplies, material and safeguarding assets and inventory of
the organization. S/he is a member of the MSH Uganda Country Operations
Management Unit (COMU) and reports directly to the Human Resources Specialist.
Manager will mainly be responsible for overseeing the receipt, storage, requisition
and disbursement of supplies, materials and equipment ensuring that staff
members have access to the necessary items whenever required. In addition, s/he
is responsible for providing logistical support and to monitor proper
accountability of supplies, material and safeguarding assets and inventory of
the organization. S/he is a member of the MSH Uganda Country Operations
Management Unit (COMU) and reports directly to the Human Resources Specialist.
Key Duties and
Responsibilities:
Responsibilities:
Stores, Stock, Asset and Inventory Management:
·
Oversee management of Stores for office
consumables, program supplies including monitoring stock levels and
ascertaining re-order levels.
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.
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).
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.
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.
Coordinate with Procurement Unit to assist in
the procurement of goods and services when stocks run low.
·
In charge of 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.
In charge of 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.
·
Taking regular inventory of assets or items in
the stores, in office and at regional or partner offices.
Taking regular inventory of assets or items in
the stores, in office and at regional or partner offices.
·
Offer support in 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.
Offer support in 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.
·
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.
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
Human Resource Specialist.
Capture data and update stock orders in a
computerized inventory system; prepare monthly stock reports for review by the
Human Resource Specialist.
·
Manages the dispatch of stores items. It is the
responsibility of the position holder to keep reminding requestors of the items
or equipment to be dispatched.
Manages the dispatch of stores items. It is the
responsibility of the position holder to keep reminding requestors of the items
or equipment to be dispatched.
·
Offer support in coordinating inventory
dispositions as approved.
Offer support in coordinating inventory
dispositions as approved.
·
Ensure equipment is available and serviced
regularly.
Ensure equipment is available and serviced
regularly.
·
Work closely with the Human Resource Specialist
to ensure a safe, clean, workplace; managing all general office services
(furniture, windows, blinds & electrical repairs, cleanliness, utility
bills, security, fumigation among others)
Work closely with the Human Resource Specialist
to ensure a safe, clean, workplace; managing all general office services
(furniture, windows, blinds & electrical repairs, cleanliness, utility
bills, security, fumigation among others)
General:
·
Offer timely, cost effective, and high quality
support and service to the project.
Offer timely, cost effective, and high quality
support and service to the project.
·
Assist to mitigate risks and rectify challenges
identified.
Assist to mitigate risks and rectify challenges
identified.
·
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:
Experience:
·
The ideal candidate for the Management Sciences
for Health Office Manager career placement must hold a Bachelor’s Degree in
Administration or related field
The ideal candidate for the Management Sciences
for Health Office Manager career placement must hold a Bachelor’s Degree in
Administration or related field
·
At least two years relevant experience in
similar position.
At least two years relevant experience in
similar position.
·
Strong administrative, organizational, written
and verbal communication skills.
Strong administrative, organizational, 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.
·
Ability to work independently, take initiative
and learn complex procedures.
Ability to work independently, take initiative
and learn complex procedures.
·
Knowledge of donor regulations preferred.
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.
·
Fluency in both written and spoken English.
Fluency in both written and spoken English.
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.
Management Sciences for Health in the aforementioned capacity are encouraged to
Apply Online by clicking on the link below.
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