The Ugandan Jobline

Job Title: Facilities and Administration Coordinator

Organisation: StrongMinds

Duty Station:  Kampala, Uganda

About US:

StrongMinds treats depression among women of all ages in Africa, where access to mental health treatment is extremely limited. To date, StrongMinds has treated more than 70,000 women with depression in Uganda and Zambia. We are the only organization scaling a solution to depression in Africa with a potential to serve millions in the next ten years. Since our founding in 2013, we have restored mental health to more than 170,000 women and adolescents in Uganda and Zambia. We are the only organization scaling a proven, cost-effective solution to the depression epidemic in sub-Saharan Africa.

Job Summary: The Finance and Administration Coordinator shall be responsible for establishing and maintaining an administration function as one means of assuring uniform and equitable management of SMU standards and conditions at all our premises. The existence and dissemination of such standards and conditions related to SMU shall facilitate positive relations with internal and external stakeholders. Acknowledged and understood by both management and employees, they shall minimize the risk of misinterpretation, and operational ineffectiveness, inefficiencies and prescribe standardized approaches for different situations that may occur in the day-to-day management of facilities and administration.

Key Duties and Responsibilities:

• Raise various requisitions/jobs requests and liaise with other departments like Procurement and Finance in making sure that the purchasing and payment process runs smoothly.
• Carry out motion study and make recommendations to workflow, processes whilst considering the right level of sensitivity.
• Rental billings and collections.
• Maintenance of service charge account and proper audit at the end of the year.
• Oversee the repairs and maintenance of all SMU facilities from time to time.
• Supervise all service contractors e. g security, cleaning, maintenance etc. and ensure performance as per the SLAs.
• Keep and maintain all the proper building records, drawings etc. that may be required

for future referencing.

• Process the supplier’s invoices and follow up for payments e. g service providers
• Ensure 5S roll out at all offices to minimize waste in time, material, and man. (Paper corner, branding, signage).
• Ensure compliance with the required KCCA and other municipal council occupational Health and safety regulations.
• Follow up and process the utility and statutory bills and for payment to ensure they are paid on time.
• Ready to address any ad hoc arising logistical issues relating to the management of all SMU facilities and implement audit recommendations.
• Ensure and manage the Health and Safety of all SMU facilities, property, human resources, and contents here in.
• Ensure SMU offices all have well trained health and safety team liaisons. (First aid, Fire marshals, DEI officers, safeguarding coordinators).
• Deliver on performance requirements as defined in the departments’ strategy map.
• Manage all administration assistants at SMU facilities, ensure sufficient cover and empower them to deliver as per expectation.

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Qualifications, Skills and Experience:

• The ideal applicant must hold a Bachelor’s degree in a related field Social Sciences, Development studies, Quantitative Economics, Statistics, Population Studies, Public Health, or other related field.
• Related Postgraduate degree or equivalent, with a strong understanding of different QA concepts and approaches.
• Five to eight years with supervisory experience.
• Proficient report writing skills.
• Experience with skills transfer (training and coaching).
• Experience in conducting PR research, managing visual branding and image.
• Demonstrated effectiveness in the realization of performance objectives and previous experience in performance-based evaluations.
• Understanding of 5S Standards guidelines, compliance, and policy development.
• Excellent written and spoken command of the English language.
• Computer literacy.
• Excellent written and oral communications skills.
• Ability to handle multiple competing priorities while remaining professional and calm.
• Ability to work with many diverse people.
• Effective telephone skills.
• Written and verbal communication and problem-solving skills.
• Ability to work as a liaison with clients, government agencies, grantors, partners, and other stakeholders to coordinate quality measurement and performance activities and possess the ability to communicate with people from a variety of socioeconomic and cultural backgrounds.
• Ability to prioritize, organize, carry out work assignments independently and efficiently and can work independently and be self-directed and flexible.
• Must be able to make suggestions on workflow or system efficiency and effectiveness.
• Ability to build and motivate teams with demonstrated leadership and facilitation experience.
• Ability to work collaboratively.
• Ability to communicate effectively with senior management, providers, and all staff.
• Reflective, and willing to learn from experience.
• Flexibility and willingness to travel.
• Willing to adhere to our Gender and Safeguarding policies.

How to Apply:

All applicants should send their Send résumé and short cover note to smu_hr@strongminds.org mentioning “Facilities and Administration Coordinator”

Deadline: 15^th November 2022

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