The Ugandan Jobline

Job Title:   Office Administrator (Fresher Jobs)   

Organisation: Uganda Healthcare Federation (UHF)

Duty Station:  Kampala, Uganda

About US:

Uganda Healthcare Federation (UHF) is an umbrella organization affiliated to the East Africa Healthcare Federation and as such represents the interests of non-state health players in Uganda. UHF was formed in 2010 borne from the need to have an umbrella body, which unites and represents all players in the private health sector in Uganda. UHF has been successful in attracting a broad membership of 56 associations and corporate organizations within its first year and hosted the 2012 EAHF inauguration Conference in Kampala.

Key Duties and Responsibilities:

Administrative Duties:

• Manage the company’s phone and front desk area.
• Monitoring health news in the media and sharing with internal and external parties
• Manage information; receive and distribute communications; collect and mail correspondence.
• Provide HR assistance by ensuring office policies and procedures are maintained.
• In charge of ensuring that staff list, forms for completion always up to date and available for reference at all time.
• Conduct pick-ups and deliveries as required.
• Coordinate casual workers and keep records of days worked to ensure deliver quality services.
• Support staff with assignments as required, including word processing, data entry, paper work processing and internet research tasks.
• Take minutes for meetings and support in writing material for newsletter, website, social media and reports as required.
• Maintain office filing system and perform other general administrative duties.

Finance and Procurement Duties:

• Oversee, monitor and coordinate private sector credit applications.
• Support business and finance self-assessments by private sector credit applicant and submit to Finance for verification.
• Provide regular reports on the performance of the private sector credit facility.
• Spearhead marketing and growth of the private sector credit facility to UHF clients and private sector stakeholders.
• Coordinate addressing procurement requests for goods/services and ensuring that request for procurements (RFP) are authorized before sending out request for quotations (RFQ).
• Ensuring that the necessary quotations are received for procurement committee evaluation, analysis and selection of the supplier(s). Oversee bid analysis for regular micro procurements to be submitted for review by Finance.
• Tracking all deliveries e.g. newspapers, flyers and brochures to ensure that invoiced amount matched delivery record.
• Ensure that store records are well kept and office supplies are adequately monitored.
• Availing staff with timesheet templates at the beginning of each month and collecting the printed signed copies for submission to finance by end of every month.
• Responsible for petty cash summary, reconciliation and ensuring that replenishment request is place on a timely manner.
• Photocopying of financial report documents and arranging them for delivery to the donors as and when required.
• Support Finance in filing and maintenance of finance records.
• Monitor and coordinate payments requisitioning and ensuring that all the supporting documentations are in place before submission to finance for processing.
• Tracking the location and custody of all movable assets ensuring items are periodically checked and their condition reported to finance regularly.
• Scheduling and ensuring that periodic maintenance and servicing of office computers, printers, photocopiers and lighting systems are done.
• Any other duty that shall be assigned as and when required.

Qualifications, Skills and Experience:

• The applicant must hold a qualification in Business Administration, B. Com, Finance, Procurement and logistics management or any related qualification
• Post graduate qualification in finance/credit management/procurement/administration or social sector planning and development will be added advantage.
• Two years of work experience in finance or administration preferably in the health sector or financial institutions with skills in planning, budgeting, resource mobilization and stock management.
• Experience working with development partner programming will be an advantage.
• Demonstrated innovative and creative thinking with business acumen will be an advantage.
• Experience in multi-tasking working as part of a diverse team will be an advantage.
• Demonstrated experience with finance and administration oversight
• Ability to work with minimum supervision, and to meet deadlines, time management is critical
• Strong English verbal and written communication and presentation skills required
• Strong interpersonal, negotiation, marketing and communication skills
• Ability to communicate with financial institutions, private sector, civil society partners and government representatives
• Demonstrated flexibility, creativity and enthusiasm as well as a willingness to learn and to be continually adaptive within a dynamic and often self-directed working environment
• Demonstrated capacity to generate and to translate innovative ideas into practical development approaches
• A friendly, flexible and professional demeanor
• Self-starter, with strong capacity for critical thinking and problem solving

How to Apply:

All interested qualified candidates should send a one-page cover letter, with a curriculum vitae (CV) no longer than two pages in one PDF document, by email to Email: info@uhfug.com

Your application should include three contactable referees with at least two from a previous employer one of the two must have supervised you directly at work. Please ensure that any contact numbers in your CV are reachable during working hours. Only successful candidates will be contacted within two week after the closing date.

Deadline: 18th February 2022 by 5.pm (EAT).

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