Job Title: Administrative/Office Services Officer
Organization:
Private Sector Foundation Uganda (PSFU)
Private Sector Foundation Uganda (PSFU)
Funding Source: Competitive
and Enterprise Development Project (CEDP)
and Enterprise Development Project (CEDP)
Funding Source:
World Bank
World Bank
Duty Station:
Kampala, Uganda
Kampala, Uganda
Reports to: Project Coordinator, CEDP
About World Bank CEDP Project:
The Government of Uganda
received credit from the World Bank towards implementation of the Competitive
and Enterprise Development Project (CEDP). The Project Development Objective
(PDO) is to improve the competitiveness of enterprises in Uganda through
supporting reforms in priority productive and service sectors geared towards a
better investment climate with particular focus on MSMEs. The 5 year project
comprises of four major components and is being implemented by seven agencies.
However, the overall coordination of the Project lies with the Private Sector
Foundation Uganda (PSFU) through a Project Coordination Unit (PCU). The Government
of Uganda recognizes the vital role that the private sector plays in the social
economic development of the country. In a bid to address some of the
constraints facing the private enterprises, Government included a Matching
Grant Facility (MGF) component under CEDP that is directly implemented by the
PSFU. The MGF component of CEDP aims at (i) improving enterprise capacity by
facilitating beneficiaries access to grants of up to 50% towards use of sector
specific business development services (BDS) , building skills and improving
quality standards at firm level. (ii) Increasing the growth and competitiveness
of the private sector in Uganda in order to maximize returns on
products/services through value chain analysis. The MGF is supporting
interventions in high-potential and sector specific sub-sectors including;
tourism, coffee, horticulture, grains and pulses, fisheries, edible oils, and
information communication technology (business process outsourcing).
received credit from the World Bank towards implementation of the Competitive
and Enterprise Development Project (CEDP). The Project Development Objective
(PDO) is to improve the competitiveness of enterprises in Uganda through
supporting reforms in priority productive and service sectors geared towards a
better investment climate with particular focus on MSMEs. The 5 year project
comprises of four major components and is being implemented by seven agencies.
However, the overall coordination of the Project lies with the Private Sector
Foundation Uganda (PSFU) through a Project Coordination Unit (PCU). The Government
of Uganda recognizes the vital role that the private sector plays in the social
economic development of the country. In a bid to address some of the
constraints facing the private enterprises, Government included a Matching
Grant Facility (MGF) component under CEDP that is directly implemented by the
PSFU. The MGF component of CEDP aims at (i) improving enterprise capacity by
facilitating beneficiaries access to grants of up to 50% towards use of sector
specific business development services (BDS) , building skills and improving
quality standards at firm level. (ii) Increasing the growth and competitiveness
of the private sector in Uganda in order to maximize returns on
products/services through value chain analysis. The MGF is supporting
interventions in high-potential and sector specific sub-sectors including;
tourism, coffee, horticulture, grains and pulses, fisheries, edible oils, and
information communication technology (business process outsourcing).
Job Summary: The Administrative/Office Services Officer
will be responsible for all activities aimed at ensuring the efficient
administration of the project. As office Superintendent, the administrative
officer shall manage and oversee activities of the support staff and ensure
that any matters are promptly and appropriately handled. The Officer will also
ensure that office logistics are availed and functional at appropriate times
and that the project environment is serene
will be responsible for all activities aimed at ensuring the efficient
administration of the project. As office Superintendent, the administrative
officer shall manage and oversee activities of the support staff and ensure
that any matters are promptly and appropriately handled. The Officer will also
ensure that office logistics are availed and functional at appropriate times
and that the project environment is serene
Key Duties and Responsibilities:
·
Handle
day-to-day administrative operations of the project office
Handle
day-to-day administrative operations of the project office
·
Supervise
and handle support staff matters
Supervise
and handle support staff matters
·
The
incumbent will arrange meetings, workshops, travel and security clearances when
required
The
incumbent will arrange meetings, workshops, travel and security clearances when
required
·
Supervise
the stores operations and ensure appropriate project logistics are available to
the teams
Supervise
the stores operations and ensure appropriate project logistics are available to
the teams
·
Manage
service contracts for the PCU
Manage
service contracts for the PCU
·
Supervise
cleaning and maintenance of the project office
Supervise
cleaning and maintenance of the project office
·
Handle
the matters of general office administration and staff matters
Handle
the matters of general office administration and staff matters
·
The
incumbent will administer daily office operations and coordinate logistic
requirements
The
incumbent will administer daily office operations and coordinate logistic
requirements
·
Coordinate
and organize meetings including venues, facilities, document preparation and
catering
Coordinate
and organize meetings including venues, facilities, document preparation and
catering
·
Organize
travel by staff members
Organize
travel by staff members
·
Support
drafting, editing and finalising reports and correspondences
Support
drafting, editing and finalising reports and correspondences
·
Ensure
that all documents, correspondences are appropriately and securely filed
meticulously.
Ensure
that all documents, correspondences are appropriately and securely filed
meticulously.
·
Formulate
and implement/administer Human Resource procedures, and monitor their
effectiveness.
Formulate
and implement/administer Human Resource procedures, and monitor their
effectiveness.
·
Develop
and implement performance management system for the Project support staff
Develop
and implement performance management system for the Project support staff
·
Follow
up all service contracts under the PCU to ensure that they are implemented in
accordance with the terms therein.
Follow
up all service contracts under the PCU to ensure that they are implemented in
accordance with the terms therein.
·
Identify
and rationalize career and training opportunities/needs for project staff.
Identify
and rationalize career and training opportunities/needs for project staff.
·
Ensure
all Human Resource data types and reports are continually kept up-to-date.
Ensure
all Human Resource data types and reports are continually kept up-to-date.
·
Keep
an inventory of the equipment and goods for the project.
Keep
an inventory of the equipment and goods for the project.
·
Work
closely with local authorities for any licenses, permits, taxes or permission
associated with office/ project activities
Work
closely with local authorities for any licenses, permits, taxes or permission
associated with office/ project activities
·
Support
employee registration on the IFMIS
Support
employee registration on the IFMIS
·
Organise
project events
Organise
project events
·
Perform
any other duties incidental to the above as may be assigned by management from
time to time.
Perform
any other duties incidental to the above as may be assigned by management from
time to time.
Key Performance Indicators:
·
Well
maintained and conducive office environment
Well
maintained and conducive office environment
·
Well
Maintained staff files
Well
Maintained staff files
·
Well
executed service contracts
Well
executed service contracts
·
Up to
date stores register.
Up to
date stores register.
·
Human
Resource Master Plan for the Project
Human
Resource Master Plan for the Project
Qualifications, Skills and Experience:
·
The
ideal candidate for the World Bank CEDP Administrative/Office Services Officer
career placement should hold an honours bachelors’ degree in Administrative
& Secretarial Science, Social Sciences, development studies, Business
Administration, Management or a related field.
The
ideal candidate for the World Bank CEDP Administrative/Office Services Officer
career placement should hold an honours bachelors’ degree in Administrative
& Secretarial Science, Social Sciences, development studies, Business
Administration, Management or a related field.
·
Possession
of a post-graduate qualification in human resource management, project planning
& management, business administration, stores/logistics management,
secretarial is an added advantage. Be knowledgeable in modern Office systems
and must be computer literate.
Possession
of a post-graduate qualification in human resource management, project planning
& management, business administration, stores/logistics management,
secretarial is an added advantage. Be knowledgeable in modern Office systems
and must be computer literate.
·
Broad
knowledge and understanding of the management and implementation of donor
funded programmes and coordination with related programmes.
Broad
knowledge and understanding of the management and implementation of donor
funded programmes and coordination with related programmes.
·
Specific
experience in the public sector is an added advantage.
Specific
experience in the public sector is an added advantage.
·
Excellent
communication, negotiation and interpersonal skills.
Excellent
communication, negotiation and interpersonal skills.
·
Ability
to plan, organize, solve problems, implement, monitor and evaluate tasks and to
deliver outputs to meet required deadlines; ability to relate well with a
multiplicity of stakeholders; self-motivated and team worker, and of
demonstrable and unquestionable level of integrity.
Ability
to plan, organize, solve problems, implement, monitor and evaluate tasks and to
deliver outputs to meet required deadlines; ability to relate well with a
multiplicity of stakeholders; self-motivated and team worker, and of
demonstrable and unquestionable level of integrity.
·
Ability
to work with minimal supervision.
Ability
to work with minimal supervision.
·
Excellent
drafting, report writing and communication skills
Excellent
drafting, report writing and communication skills
·
Strong
ability to organize and prioritize workloads, meet deadlines and targets.
Strong
ability to organize and prioritize workloads, meet deadlines and targets.
·
Ability
to work as a team leader/team member.
Ability
to work as a team leader/team member.
How to Apply:
All candidates are
encouraged to deliver their application letters, updated curriculum vita and
photocopies of academic and professional certificates to the address below.
Please clearly indicate the position being applied for on top of the envelope.
encouraged to deliver their application letters, updated curriculum vita and
photocopies of academic and professional certificates to the address below.
Please clearly indicate the position being applied for on top of the envelope.
The Project Coordinator,
Competitive and Enterprise
Development Project (CEDP),
Development Project (CEDP),
Private Sector Foundation
Uganda (PSFU) – Lower Building,
Uganda (PSFU) – Lower Building,
Plot 43, Nakasero Road,
P. O. Box 7683, Kampala-
Uganda.
Uganda.
Deadline: 16th December 2016 by 5:00PM
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