The Ugandan Jobline

Job Title:  Administrative Assistant

Organisation: HealthPartners

Duty Station: Mbarara, Uganda

Reports to: Chief Finance Officer (CFO)

About US:

HealthPartners has been active in Uganda since 1997 as part of our global social responsibility. Since 1997, HealthPartners has leveraged its expertise to develop a health cooperative model based on existing systems and financed by local stakeholders that allows community members in resource poor areas to overcome their health challenges.

Job Summary: The Administrative Assistant will be responsible for overseeing the administration function for Mbarara office. Managing the front office, providing support to the finance team, procurement processes, assets management and ensuring a conducive environment for the team and partners that access the HPU office. S/he is expected to comply and promote compliance with relevant donor regulations, HPU’s policies/procedures, country laws and carry out other duties as assigned by the supervisor from time to time. Administrative Assistant Corporate Responsibility Scorecard

Key Duties and Responsibilities:

• Support CFO, accountant and all staff as needed
• Timely submission of bills/invoices/payment requests for approval within 5 days of receipt.
• Clear tracking system for bills received and submitted with monthly report
• Review and scan accountabilities and other financial documents (tax invoices, signed LPOs, receipts) to accountant for payment processing.
• Pay attention to detail to ensure no issues/errors before sharing scanned documents.
• Receive invoices and accountabilities from staff. Scan accountabilities with keen attention to accuracy in numbering and completeness.
• Conducive working environment for HPU staff
• Maintain clean office premises.
• Number of staff complaints related to cleanliness of the office premises
• Ensure clean office premises by supervising cleaners and issuing certificate every month to facilitate timely payment.
• Report any cleaning and compound maintenance issues to the cleaning company and have them resolved the next day. Any unresolved issues are reported to management immediately.
• Ensure cleaning company has a schedule for office general cleaning and compound maintenance. Have a schedule in place for office fumigation.
• Ensure the cleaning company vails supplies in time

Asset management

• Asset register is kept current and submitted with monthly reports. HPU assets in Mbarara are engraved
• Equipment are well maintained/serviced and petty cash account is properly managed in Mbarara
• Engrave new assets as soon as they are acquired.
• Update the assets register on a monthly basis
• Manage an equipment maintenance register
• Manage equipment and ensure that they are only used for official work.
• Track petty cash spending and Make monthly petty cash accountability and ensure all documents are properly signed in Kampala
• Maintain generator fuel and electricity trackers and share replenishment accountability

Front office management Effective communication with stakeholders, well maintained notice boards with up to date information

• Attended to visitors and ensure materials about project activities are available at the reception and keep updated information on notice boards.
• Ensure landline is in proper working condition at all times
• Receive incoming calls and provide appropriate information and/or transfer to the responsible people
• Receive visitors and direct them to the right offices where necessary
• Maintain current posting of relevant project materials on notice boards including photos, accomplishments, GIS maps, posters

Maintain office supplies

Staff have sufficient office supplies to facilitate a conducive working environment

• Daily update of the stores tool
• Replenish supplies quarterly
• Ensure the store is organized and easy for members to see what is available.
• Manage electricity usage by updating the tracking tool daily to replenish in time
• Receive the water bills cross check and follow-up in case of errors and ensure timely payment.

Manage office newspapers and receive and track deliveries and ensure a tax invoice is received

Coordinate procurement processes for Mbarara Ensure that the process for sourcing for quotations and sharing CBA is completed with 1 week.

• Draft specifications, terms of reference and requests for quotations
• Post newspaper adverts to secure quotations and submit to procurement committee
• Source quotations with three day turn around and stamp all received quotes
• Write CBAs in the procurement spreadsheet with TIN and VAT included and without hidden costs
• Support accountant by making draft LPO s for staff in Mbarara
• Take photos and document quality of items received and keep in files for verification when needed
• Update asset tracking tool the day items are received or transitioned to new stewardship
• Notify successful bidder and provide contract / MOU for signature; and notify unsuccessful bidders

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Qualifications, Skills and Experience:

• The ideal applicant must hold a Bachelor’s degree in Business Administration, accounting, finance or related field
• At least three years in administration, finance or accounting related position. Ability to operate comfortably within a complex cultural, global environment.
• Previous work experience with an NGO or USAID supported project will be an added advantage.
• Ability to work well under pressure, multitask and meet deadlines
• High integrity and details focused
• Good analytical skill
• Proficiency in use of Microsoft applications, including Excel and Word
• Good interpersonal skill
• Skilled in maintaining documentation
• Good written and oral communication skills
• Knowledge of accounting practice, policies and procedures is a plus
• Fluency in spoken and written English

How to Apply:

All suitably qualified and interested Please submit your application by November o4,2022 to jobs@healthpartners.ug with copy to gbyanjeru@healthpartners.ug

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