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| Makerere University Joint Aids Program |
Administration Officer job Post
Location: Jobs in Uganda 2024 - 2025
Work Hours: Full-time, 08 hours per day
Salary:
UGX
No. of vacancies: 01
Deadline: 24 September 2024
Hiring Organization: Makerere University Joint Aids Program
Job Details:
The Administration Officer is responsible for providing oversight and ensuring efficient use of vehicles and assets management in line with the Operations guidelines.
Specific Duties and Responsibilities:
- Regularly review and monitor the implementation of vehicle and motorcycle guidelines in line with MJAP Standard Operating Procedures and Operations guidelines.
- Receive and review documents for vendor payments for hired vehicles, and process payments for vehicle repair bills in line with Operations and USAID guidelines.
- Monitor the vehicle tracker and Blanket Purchase Agreements (BPAs) for hired vehicles under USAID LPHS-EC.
- Monitor the number of vehicles required by project staff for daily operations and procure or lease additional vehicles as appropriate.
- Ensure that project-owned vehicles are properly licensed, insured, maintained, and repaired.
- Monitor vehicle defect and mechanical reporting for all drivers, ensuring each report details the faults that require repair.
- Monitor the fleet management software and report any discrepancies in vehicle usage.
- Prepare monthly fuel requisitions and accountabilities through tracking fuel card utilization for each vehicle and perform monthly reconciliation of bills.
- Regularly review and monitor the implementation of procedures and guidelines on storage, stock and inventory control, and distribution of supplies and consumables to different user departments in line with Operations and USAID guidelines.
- Oversee the usage of expendable supplies, ensuring judicious use and avoiding stock-outs.
- Maintain and manage the asset register, ensuring regular updates, insurance, disposal planning, and proper utilization of project assets in line with Operations and USAID guidelines.
- Supervise, appraise, support, and maintain a motivated team through constructive feedback, coaching, and mentoring, in accordance with the human resources guidelines.
- Prepare and submit monthly Fleet & Store reports to the Finance and Operations Manager.
- Perform any other duties as may be assigned by the supervisor or Chief of Party.
Minimum Requirements & Academic Qualifications:
- A Bachelor's degree in Business Administration, Transport Logistics, or a related field.
- A Post Graduate Diploma in Business Administration is an added advantage.
- Five years of experience working on a USAID-funded project.
- Knowledge in fleet management, purchasing and supply, and stores management.
- Demonstrated ability to work effectively in teams.
- Excellent interpersonal and written communication skills, particularly in report development.
- Proficiency with MS Office Suite, especially MS Word and Excel.
Application procedure
MJAP strives for inclusion and diversity and therefore considers all job applicants based on merit without regard to race, gender/sex orientation, color, national origin, religion, age, marital status, and disability. MJAP is an equal opportunity employer committed to having a diverse workforce and does not ask for money at any stage of recruitment. MJAP will not be responsible for such fraudulent correspondence, loss of money, or theft that may result from anyone engaging in any fraudulent recruitment activity. 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 NOT later than Tuesday, September 24th, 2024, at 5:00 pm. For details about advertised positions, please visit the website of Makerere University Joint AIDS Program >> Click Here for the detailed Job Description. Consider your application unsuccessful if you don’t hear from us by October 9th, 2024. Offer of employment will be subject to satisfactory references including but not limited to appropriate background checks, criminal records, and previous employment findings of fraud, corruption, sexual exploitation, abuse or harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures. Please ensure that your attachments do not exceed 25 MB. We do appreciate your interest to work with MJAP. However, we regret that only shortlisted candidates will be contacted within 2 weeks after the submission deadline.
Date Posted: 2024-09-16
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