Job Title: Administration Assistant (No Experience Jobs)
Organisation: Marie Stopes Uganda (MSUG)
Duty Station: Kampala, Uganda
About US:
Marie Stopes Uganda (MSUG) is affiliated with MSI Reproductive Choices and is registered in Uganda as a local Non-Governmental Organization (NGO). Since launching in 1993, MSUG has grown to become one of Uganda’s largest sexual and reproductive healthcare providers, offering a wide range of high-quality, affordable, client-centred services. Our service delivery channels are adapted to fit the different contexts of each region to maximise opportunities for building sustainable platforms that can provide a lasting impact on the health outcomes of Ugandans.
Key Duties and Responsibilities:
- Update Utilities/Generator costs tracker and identify measures to reduce costs.
- Timely Monthly utilities report
- Assets Register and Tracking
- Updated asset register, complete assets’ transfer documentation and compliance with the MSUG assets policy.
- Support the assets management process focusing on engraving, and movement documentation.
- Reporting any Faulty/lost asets timelyand fllowng through for Insurance compensation and or replacements.
- Properly engraved MSUG assets.
- Updated assets register
- Updated Assets incident report shared monthly.
- Meetings and Workshops support:
- Together with the front desk Personnel, Organize venues and coordinate the events till closure
- Feedback from the activity owners.
- Petty Cash Management
- Maintain sufficient petty cash float.
- Issue petty cash to all legible, on time and in a maximum of one day, prioritizing emergency requests.
- Provide an accurate end month report for petty cash utilization.
- A minimum float of UGX 500,000 maintained always.
- Petty cash report shared with the Administration and Records Manager by 5th of every month.
- Requests for Purchases and Invoice processing.
- Prepare all PRFs originating from the Administration Department and follow up approvals to closure.
- Process all supplier/service provider invoices for utilities and telecom services ensuring all relevant documents are attached prior to submission to finance office.
- All purchase requests processed within two days upon request.
- All invoices registered and delivered to finance within two days of receipt.
- Office Errands
- Courier/Post Office Management-Collect and deliver mails from stakeholders and Posta Uganda, ensuring timely clearance of all required fees.
- Effectively operate the MSUG Motorbike, ensuring traffic compliance to support programme errands around Kampala.
- Courier/Post office mails picked and delivered on time.
- General Security and Reporting
- All reported incidents followed up and timely recorded in the incident logs/register.
- Security equipment timely serviced (Fire extinguishers, fire alarms, Cameras)
- Support office and regional hubs Security ensured all day and night through.
- Report any Office repairs
- Up to Date incident log at all times
- Timely servicing of equipment
- All reported incidents followed up to closure.
- Timely repairs of any damages
- Ensure all office printers are replenished and serviced timely
- Key Custodianship
- Maintain the support office key register.
- Ensure all office locks are properly working reporting any issues to administration.
- Opening and closing all office premises-Timely opening of the premises for cleaning access in the morning.
- Office key register up to date.
- Any incidents reported timely.
- Ensure there are measures in place for office access.
- Timely opening of the offices in the morning.
Qualifications, Skills and Experience:
- Bachelor’s Degree or Diploma in Business Administration, Office Management, Development Studies or any other related discipline.
- Warm and cheerful personality
- Customer service orientation
- Professional personal presentation
- Demonstrated experience in a busy organisation with staff based in multiple locations
- Knowledge of or ability to learn and adapt to organizational policies, systems and procedures
- Ability to work with little or no supervision
- A team player with good interpersonal and communication skills
- Highly organised and confidential
How to Apply:
All suitably qualified and interested candidates should share a cover letter, updated CV and Academic documents as one PDF. Please include the Job Title as the subject in your email. Send to [email protected]
Deadline: 10th May 2024.
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