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Job Title:  Administration Officer  

Organisation: Makerere University Joint AIDS Program (MJAP)

Duty Station: Jinja, Uganda

About the Company:

Makerere University Joint AIDS Program (MJAP) is a private-not-for-profit Company under Makerere University. MJAP works to build partnerships and strengthen health systems to optimally respond to HIV/AIDS, TB, Non-communicable diseases (NCDs) and other diseases of public health importance in Africa. MJAP is implementing a sub-award grant from Reach Out Mbuya in the Kampala region with funding from the President’s Emergency Plan for AIDS Relief (PEPFAR).

About USAID Project:

The USAID Local Partner Health Services East Central – Transition award to Makerere University Joint AIDS Program (MJAP) Activity is a project of Makerere University Joint AIDS Program (MJAP) funded by USAID.MJAP was granted this PEPFAR funding Award to support public health facilities and their communities in 12 districts and Jinja City that include Bugiri, Bugweri Busia, Buyende, Iganga, Jinja, Kamuli, Kaliro, Luuka, Mayuge, Namayingo and Namutumba; to implement quality Integrated HIV/AIDS and TB services and contribute to the attainment and sustenance of epidemic control.

Job Summary:   The Administration Officer is responsible for providing oversight and ensuring efficient use of vehicles and assets management in line with the Operations guidelines.

Key Duties and Responsibilities:

• Regularly review and monitor the implementation of vehicle & motorcycle guidelines in line with the MJAP Standard Operating Procedures and Operations guidelines.
• Receive, review documents for payment of vendors for hired vehicles, process payments for vehicle repair bills in line with the Operations and USAID guidelines.
• Monitor the vehicle tracker and the Blanket Purchase Agreements (BPAs) for hired vehicles for USAID LPHS-EC.
• Monitor the number of vehicles required by project staff for daily operations and procure or lease additional vehicles as appropriate.
• Ensure project-owned vehicles are properly licensed, insured, maintained and repaired.
• Monitor vehicle defect & mechanical reporting for all drivers, each report should describe detailed faults that require repairs.
• Monitor the fleet management software and report any discrepancies in vehicle usage.
• Prepare monthly fuel requisitions and accountabilities through tracking of fuel card utilization for each vehicle and make monthly reconciliation of bills.
• Regularly review and monitor the implementation of procedures and guidelines on storage, stock & inventory control, and distribution of supplies and consumable materials to different user departments in line with the Operations and USAID guidelines.
• Oversee usage of expendable supplies ensuring that these are expended judiciously and avoiding any stock-outs.
• Maintain assets and manage the asset register i.e. regular updating, insurance, disposal planning and proper utilizations of project assets in line with the Operations and USAID guidelines.
• Supervise, appraise, support and maintain a motivated team through giving constructive feedback, coaching and mentoring, in accordance with the human resources guidelines.
• Prepare and submit monthly Fleet & store report to Finance and Operations Manager.
• Perform any other roles as may be assigned by the supervisor and Chief of Party.

Qualifications, Skills and Experience:

• A bachelor’s degree in business administration, Transport Logistics or other related field.
• A Post Graduate Diploma in Business Administration is an added advantage.
• Five years’ experience working in USAID funded project.
• Knowledge in fleet management, Purchasing and Supply and Stores Management
• Demonstrated ability to work in teams
• Excellent interpersonal and written communication skills, particularly as related to report development
• Proficiency with MS Office Suite, with excellent MS Word and Excel skills.

How to Apply:

All suitably qualified candidates are encouraged to apply by clearly stating the position applied for in the Subject line. Combine all your application documentation i.e. cover letter, CV & academic documents into one PDF with names/contact details of three referees including the immediate Supervisor and Head of Human Resources, addressed to: The Human Resources Manager, Makerere University Joint AIDS Program (MJAP). Email: recruitment@mjap.mak.ac.ug

Deadline:  24th September 2024 by 5:00 pm.

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