The Ugandan Jobline

Job
Title:         Administrative
Officer

Organization: Management
Sciences for Health (MSH)

Duty Station: Kampala,
Uganda

About US:

Management Sciences
for Health (MSH), a global health nonprofit organization, uses proven
approaches developed over 40 years to help leaders, health managers, and
communities in developing nations build stronger health systems for greater
health impact. We work to save lives by closing the gap between knowledge and
action in public health. Since its founding in 1971, MSH has worked in over 150
countries with policy makers, health professionals, and health care consumers
to improve the quality, availability and affordability of health services.

Job Summary:  The Administrative Officer is responsible for
providing administrative, operational, and logistical support to office and
coordinating administrative efforts for field technical activities. S/he has
primary responsibility of ensuring that office administrative operations are functioning
efficiently and effectively and are aligned to support attainment of project
results and client expectation. Supports general operations activities and day
to day management of office operations equipment to ensure proper functioning/
routine maintenance and supplies stocks management. Also takes care of general
office hygiene in line with MSH standards and procedures. S/he ensures
administrative and program support are conducted according to MSH policy,
standard operating procedures, donor regulations and good business practices
and that tasks are completed with high quality and integrity standards.

Provide Front Desk
and general administrative support, ensuring a smooth work flow within office
operations. Manage the consumables and stationery stores ensuring proper
records of incoming and outgoing requests and timely replenishment of recurring
needs . Ensure office Petty cash is well managed and support the Fleet of
Vehicles.

Key Duties and Responsibilities:  

Office Management

·       
Manages
office day today administrative and operational functions inclusive of the
front desk

·       
Assist
in preparation of invitations to workshops/training participants in accordance
with the MSH procedures, with particular attention to ensure adherence to
policies on allowances

·       
Conduct
the Anti-Terrorism Clearance Verification Process for events’ participants,
venues and related service providers,

·       
Ensure
the availability of materials, stationery, printed materials, branded
materials, name tags, registration sheets, all arranged and packaged for
training activities.

·       
Assist
with arranging and planning of internal events and conferences/events.

·       
Maintain
minimum Office Petty Cash ensuring cash count reconciliation at least once a
week.

·       
Ensure
the office has adequate stock of equipment/office supplies, water, etc.

·       
Ensure
garbage is collected from office premises whenever due or at intervals as per
contracted collectors. Supervise the services of garbage collectors and other
external service providers and report any concerns to the supervisor.

·       
Ensuring
that office windows and doors are safely secured, lights are off every after
work hours, working with cleaning staff.

·       
Perform
regular inspection of plumbing, drainage, sewerage, electrical fittings and
other installations to ensure that they are in proper order or report to
supervisor as necessary.

·       
Ensuring
that the centralized printers and photocopiers are loaded with papers and
consumables at all times as well as reporting malfunctioned cases to the
supervisor.

·       
Ensure
that office windows, doors and all accesses are securely closed daily after
close of business.  

Stores
Maintenance/management

·       
Maintains
the flow of materials and supplies to the consumables stores using bin cards.

·       
Receive
procured items into the consumable stores, record, manage and issue out
requests to staff.

·       
Ensure
regular stock count and balance indication on bin cards

·       
Provide
regular status reports and timely replenishment requests

·       
Take
custody and arrange the availability of audio-visual equipment, displays and
other meeting needs  

General Duties

·       
Verify
delivered items in line with Purchase Order quantities and quality
(specifications) working with the respective purchasers and respective
technical persons

·       
Provide
support for office opening and closing working with supervisor

·       
Support
and work with supervisor in regular assets verification

·       
Ensure
that all equipment and supplies leaving the office for any other destination
have approved gate passes and are appropriately recorded

·       
Coordinate
driver itineraries and ensure that vehicle service and repair requests are
timely submitted working in liaison with drivers, supervisor and
operations/procurement staff.    

Qualifications, Skills and Experience:

·       
The
ideal candidate must hold a Bachelor’s Degree in Business Administration,
Public Administration or related fields.

·       
At least
3-5 years of relevant administrative experience in supporting teams of
professionals.

·       
Strong
administrative, organizational and interpersonal skills, able to work well under
pressure.

·       
Familiarity
with travel logistics and event planning.

·       
Experience
with US government donor projects.

·       
Ability
to work flexibly and collaboratively in a complex Program and in a diverse
multi-cultural team environment.

·       
Ability
to work independently and to excel at operating in a fast pace, health
management support environment.

·       
Ability
to carry out independent work, take initiative, be responsible, maintain can-do
attitude and use sound judgment.

·       
Excellent
interpersonal and communication skills. A demonstrated commitment to high
professional and personal ethical standards.

·       
Excellent
computer skills, knowledge of MS Office Suite applications including Word,
Excel, and other applications.

How to Apply:

All candidates who
wish to join Management Sciences for Health in the aforementioned capacity at
the link below.

Click
Here

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