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| Marie Stopes UG |
Administration Assistant job Post
Location: Jobs in Uganda 2024 - 2025
Work Hours: Full-time, 08 hours per day
Salary:
UGX
No. of vacancies: 01
Deadline: 10 May 2024
Hiring Organization: Marie Stopes UG
Job Details:
Marie Stopes International is a global organisation providing personalised contraception and general reproductive health services to women and girls. Our local teams of professionals are passionate about the work they do in communities across countries. The services we provide give a woman the power to choose when she has children so that she is free pursue her plans and dreams for herself and her family.
Established in 2008, Marie Stopes Uganda (MSUG) is an international branch office of MSI.
The primary responsibility of this role is to further our Goal: THE PREVENTION OF UNWANTED BIRTHS and its mission of ensuring the individuals right to: CHILDREN BY CHOICE NOT CHANCE.
Key Responsibilities
Activities include:
• Update Utilities/Generator costs tracker and identify measures to reduce costs.
• Timely Monthly utilities report
Assets Register and Tracking
Activities include:
• 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:
Activities include:
• Together with the front desk Personnel, Organize venues and coordinate the events till closure
• Feedback from the activity owners.
Petty Cash Management
Activities include:
• 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.
• Aminimum 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.
Activities include:
• 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
Activities include:
• Courier/Post Office Management-Collect and deliver mails from stakeholders and Posta Uganda, ensuring timely clearance of all required fees.
• Effectivel operate the MSUG Motorbike, ensuring traffic complianceto support programme errands around Kampala.
• Courier/Post office mails picked and delivered on time.
General Security and Reporting
Activities :
• All reported incidents followed up and timely recorded in the incident logs/register.
• Security equipment timely serviced (Fire extinguishers, fire alarms, Cameras)
• Surpport 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
Activities include:
• 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.
Knowledge skills and Attitudes
Qualifications:
• A Bachelor’s Degree or Diploma in Business Administration, Office Management,Development Studies or any other related discipline.
• Skills/Experience:
• Warm and cheerful personality
• Customer service orientation
• Proffessional 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
Attitude / Motivation:
Successful performance at MS-UG is not simply defined in terms of ‘what’ people achieve, but equally is about ‘how’ people go about their jobs and the impact that they have on others. We encourage and expect all team members will demonstrate the following behaviours:
• Initiative
Thinking ahead and taking action to make the most of opportunities by finding the optimum solution
• Innovative
Thinking creatively and outside of the box so that ideas generated create a positive outcome
• Effective Communication
Communicating through active listening and good questioning techniques, using appropriate body language, ensuring information is clear and concise.
• Responsive
Being responsive to changing priorities and demands
• Working Efficiently
Planning, prioritising and organising work to ensure work is accurate and deadlines are met
• Sharing Information
Sharing information and knowledge whilst maintaining confidentiality
• Focus on Learning
Taking responsibility for keeping knowledge and skills updated and for seeking opportunities to develop further
• Commitment
Awareness and understanding of goals, vision and values and how your role impacts on this and going the extra mile to meet role requirements
• Driven
Drive and determination to deliver results
• Accountable
Taking responsibility for appropriate decisions that you make, and the actions and behaviour you demonstrate
• Embracing Change
Openness to embracing change within the organisation and being able to adjust plans/activities accordingly
• Motivated
Motivation towards achieving quality results to maximize potential
• Team Player
Working as part of a team by being supportive, flexible and showing respect for each other
Application procedure
Share your cover letter, CV and Academic documents as one PDF.
Include the Job Title as the subject.
Send to jobs@mariestopes.or.ug
Deadline: 10th May 2024
Date Posted: 2024-04-30
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