The Ugandan Jobline

• Develop and implement standards of the internal and external
  cleanliness of the Country and field Offices and maintain the organization
  image in line with m2m branding and administration guidelines
• Work in close liaison with the Human Resource Department, conduct
  periodical occupational health and safety (OSH) assessment of the office
  premises and ensure adherence to OSH standards
• Manage and report problems in relation to the office phone,
  utilities, buildings and equipment.
• Receive and evaluate requests of installation, repairs, maintenance
  and services in line with m2m policies, guidelines and procedures
• Process payment of utility bills and outstanding invoices in a
  timely manner to avoid any disconnections and meet our contractual
  obligation to the suppliers and service providers.
• Ensure adequate stocks of administration user items and replenishment
  of all supplies are maintained at all times
• Develop key office events calendar and coordinate assignment of
  meeting rooms
• Develop and maintain office administration secretarial systems
  related to filing of documents, records management, communication
  (telephone, fax correspondences) and basic office services in line with
  administration policies, procedures, guidelines and best practices
• Ensure office kitchen is maintained at the highest standards of
  health and safety
• Provide supervision to the security guards and act as key liaison
  with the security firm
• In charge of the security of all offices (Custodian of spare keys)
• Ensure all offices and storage spaces are well locked before close
  of every business day
• Acting as key liaison with the IT service providers, ensure stable
  internet connectivity in the Country and Field Offices and timely
  reporting of any IT related malfunctions

• Develop and implement a plan to cultivate a good organizational
  image and relations with office guests
• Maintain the reception area neat and tidy so as to maintain the good
  image of the organization.
• Management and coordination of visitors
• Work closely with authorised staff in handling guest relations duty
  including hotel reservations, transport, accommodation etc
• Develop and coordinate implementation of document delivery system
  within and out of the organization
• Oversee screening of incoming telephone calls, enquiries and
  requests and ensure they are handled as appropriate

• Ensure adequate stock of office supplies and administration routine
  user items are in place all the time, advise management on restocking, and
  in liaison with the Logistics Assistant, source for suppliers
• Receive, analyse and process services and supplies requisitions from
  other departments and projects to ensure timely delivery of services and
  items requested.
• Generate requisitions for supplies and services on behalf of the
  administration office.
• Process payment of outstanding Invoices in a timely manner to meet
  m2m contractual obligation to the vendors and service providers and avoid
  any incumbrances to m2m due to delayed vendor payments
• Provide logistical support to staff in planning and running meetings
  and workshops
• Oversee management of the store in line with m2m policies and ensure
  all stock records are updated

• Maintain and Update the inventory and asset register whenever new
  acquisitions occur
• Implement a process for branding and marking as per m2m and donor
  specific requirements
• Ensure proper use and maintenance of physical assets and office,
  including vehicles, equipment, furniture, and office building in
  accordance with the set policies. Inform management of any repairs as
  necessary
• Work in close liaison with user departments, maintain and implement
  an asset servicing schedule for office equipment like vehicles,
  photocopiers etc

• Ensure cost efficient and reliable fleet operations for m2m Uganda
• Develop and maintain a system for tracking and managing m2m fleet
  movements and fuel usage in line with m2m policies
• Develop, implement and monitor systems for the maintenance of good
  mechanical conditions of the m2m fleet of vehicles and motorcycles as m2m
  policies, and ensure timely servicing and repairs.
• Update and generate management report on vehicle performance on
  monthly basis on the categories including but not limited to – fuel usage,
  Fuel consumption by vehicles, Service maintenance and repair cost by
  vehicle, Cost per km by vehicle – fuel and service maintenance and
  repairs, Utility rate – performed km versus expected and Vehicles due for
  service
• Carry out timely renewal of road licenses, comprehensive and third
  party insurance on the existing vehicles as per the law in Uganda.
• Manage and follow up of fuel for field based staff and ensure log
  books are filled, fuel reports and motorcycle reports are submitted before
  reimbursement
• Assist in the regular maintenance of motorcycles by gathering the
  necessary information from the field users
• Developing a travel matrix in conjunction with program staff and
  drivers and advice management on the need to hire extra vehicles
• Work in close consultation with the Finance Manager and Country
  Director, coordinate vehicle hires in an effective and timely manner.
  Administrative services and supplies

• In liaison with the Procurement Office, participate in vendor
  sourcing and support procurement evaluations, as and when the need arises
  / assigned
• Ensure relationships of vendors providing administrative services is
  managed and maintained in line with the vendor contracts
• Keep track of all agreements with vendors providing administrative
  services and advise the Country Finance manager of any pending expiry of
  agreements and due payments to vendors.
• Maintain an up to date data base for administrative service
  providers and negotiate fair rates.
• Conduct period reviews on administrative services vendor performance
  and provide feedback to vendors and m2m staff
• Ensure Invoices are fully verified, timely before processing
  payments

• Maintain a smooth communication flow of information on
  administration procedures, policies and guidelines.
• Provide guidance to staff and m2m visitors on Administration
  operations in line with m2m policies, procedures and guidelines
• Managing and coordinating service delivery between m2m staff/guests
  and the hotel
• Supervise the Administrative Assistant, Facilities Assistants and
  Drivers

• The applicant for the m2m Administrative Officer job placement
  should preferably hold a Bachelor’s degree in Business Administration,
  Office Management, Social Sciences or an equivalent from a recognized
  University
• A post graduate diploma in Administration or Business Administration
  is an added advantage
• A minimum of two years of post-study experience in Administration
  work of a busy organization, preferably in a multinational or similar
  organization
• Knowledge of institutional donor requirements; EC, DFID, UN partner
  agreements, SIDA, USAID, CDC, etc is an added advantage
• Focused and versatile team player that is comfortable under pressure
  of deadlines and ever changing demands
• Analytical and problem solving skills, innovative in handling
  emergency issues.
• Excellent customer care skills
• Computer skills including the ability to operate word processing
  programs and email communication at a highly proficient level
• Excellent interpersonal skills; ability to work on own and within
  various teams on competing demands

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