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Job Title:   Administration Officer  

Organisation: UGAFODE Microfinance Limited (MDI)

Duty Station:  Kampala, Uganda

About US:

UGAFODE Microfinance Limited (MDI) is a registered financial institution in Uganda and is adherent to the Central Bank’s regulations and guidelines and was founded in 1994 to provide quality microfinance services.

Job Summary: The Administration Officer will be responsible for supporting the Procurement & Administration Supervisor in the management of UGAFODE’s purchasing processes, planning, coordination and reporting of overall administrative functions of the institution including supervision of Customer Service Officer, Maintenance Officer, Driver and Office Assistant so as to ensure smooth operation of the bank.

Key Duties and Responsibilities:  

• Administrative contracting: Negotiates and agrees services with contractors/suppliers i.e. for purchase of stationery and office equipment and repairs of UGAFODE motorcycles on the most cost effective basis and as per UGAFODE standards for enhancing an efficient Administrative process.
• Scheduling: Draws up schedules for the periodic inspection and maintenance of offices and monitors any work undertaken to ensure that it’s done to the required standards OF UGAFODE
• Budgetary controls: Reviews all user requisitions to ensure that purchases are made within the various cost centers’ set capital and Operational expenditure budgets.
• Evaluations: Evaluates suppliers and where applicable, negotiate offers from pre-qualified suppliers based on the Procurement Policy in a timely manner and at lowest total cost of ownership without compromising on quality standards.
• Receives purchasing instructions and raise LPOs in an accurate and timely manner and in line with SLA of user departments or outsourced clients
• Follows up orders placed with suppliers and update and or manages feedback with stakeholders.
• Ensures that detailed validation for all purchases/deliveries made by all suppliers is carried out based on the agreed quality standards and timelines to achieve value for money
• Receives and implement instructions to review and update the contracts register.
• Receives and record suppliers’ invoices, attach delivery notes and copy LPO as evidence of delivery and approval of supply before forwarding to Finance for effecting payment.
• Stationary Management (processing, validating and monitoring) all user request (Head Office and the entire branch network) as well as budgetary monitoring and control.
• Support for internal capacity building programs: Overseeing the organization of staff workshops, meetings/retreats, travel and hotel bookings for the institution and as may be required.
• Document Management – Proper filling of official procurement documents and archival of non-frequently used files/documents with the registry or as policy directive.
• Team Leadership and Management: Takes full responsibility for performance management of all direct reports, focusing on all aspects of sound people management e.g. Recruitment, Development, Performance Management, Remuneration and Rewards, Career path planning, On-the-job training, coaching & mentoring and Employee engagement.
• Capacity building: Maintains awareness of the best practice office procedures and of developments in office technology to ensure continued effective and efficient running of the company’s offices through training incoming staff and continuous guidance and coaching.
• Compliance: Institutes, monitor and enforces team controls and standards that ensures security and safety of the company’s employees and property in an efficient manner
• Reporting: Conducts daily/weekly monitoring for all Admin & Procurement service level agreements in place and report on the service, contracting and damages that require fixing among others.

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Qualifications, Skills and Experience:

• The applicant must hold a Bachelor’s Degree in a Business related course; CIPS or equivalent Procurement professional qualification
• At least two years of work experience in procurement, Administration, contract and supply chain management.
• Any prior experience in Procurement Processes/Experience in inventory management is an added advantage.
• Ability to communicate clearly verbally and in writing
• Results oriented with good interpersonal and communication skills
• Highly motivated and innovative
• Strong Negotiation and Analytical skills
• Intermediate skills in personal computer operation, word processing and spreadsheet software programs
• Good planning and organising, Customer service, Team work, Influencing and negotiation skills
• High level of integrity

How to Apply:

If you believe you meet the requirements as noted above, please submit application letter together with an up to date CV to our email only: recruitment@ugafode.co.ug (please indicate the position you are applying for in the Subject Line e.g. “Administration Officer”. Applications should be addressed to the Head of Human Resource. Closing date for receiving applications is: 03rd January 2023 but they will be viewed on a rolling basis and only shortlisted candidates will be contacted.

Note: Ladies are encouraged to apply

Deadline: 3^rd January 2023

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