Administration Careers – Operations Assistant Job at Plan

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Department & Location: Gulu NU-HITES Office
Reports to: Operations Manager
About Plan:
Founded 75 years ago, Plan International is one of the oldest and largest children’s development organizations in the world. We work in 49 developing countries across Africa, Asia and the Americas to promote child rights and lift millions of children out of poverty. Plan’s vision is of a world in which all children realize their full potential in societies that respect people’s rights and dignity. Plan is independent, with no religious, political or governmental affiliations. The organisation is an equal opportunity employer currently seeking to recruit competent persons to fill the following vacant positions:
Plan International Inc. in Uganda was awarded a 5-year Cooperative Agreement under the Northern Uganda-Health Integration to Enhance Services (NU-HITES) project to continue providing technical assistance and capacity building support for Northern Uganda in Malaria, AIDS and Tuberculosis, integrate additional support in Maternal, Neonatal and Child Health (MNCH), Family Planning (FP) and nutrition; while prioritizing the strengthening of district-level health facilities. Under the NU-HITES project, Plan Uganda would like to recruit competent candidates:
Job Summary: To implement and support all administration activities in compliance with Plan Uganda, FOB and USAID specific policies and procedures and ensures that such policies and procedures are correctly interpreted, understood and implemented by the staff.
Key Duties and Responsibilities:-
·         Supervises Drivers, Security Guards, Administration Assistant, Welfare Assistant/Cleaners and any other support staff.
·         Implements identified Administration risks in the department.
·         Regularly communicates to service providers and maintains key relations with all staff.
Key Results Areas:
·         Responsible for general office administration for proper and efficient space allocation and utilization, following up and addressing grievances raised by staff concerning staff hygiene, welfare, safety and security etc
·         Keep custody of Office fleet records including but not limited to vehicle log books, maintenance and repair records, valid insurance certificates, etc and ensure periodic update of such records
·         Monitor usage of fuel, manage the central fuel contract with the selected fuel supplier and complete monthly fuel consumption analysis report
·         Ensure that all vehicles and motorcycles at the office are in an optimal operating condition and monitor performance standards of selected garages to ensure value for money repairs
·         Prepare and follow weekly transport plans and route schedules with relevant staff (drivers and officers) to ensure efficiency in staff movements according to Plan transport policy
·         Implement Plan Uganda assets/property policy inclusive of asset register updating, asset movement and ensure appropriate filing of all relevant documents
·         Ensure proper management and maintenance of assets i.e. furniture, fixtures and fittings, generators etc
·         Responsible for international staff residence, and general office administration ensuring addressing issues like office space, safety and security, utility bills, follow-up on repairs needed with external service providers and the landlord to ensure works are done and are value for money
·         Supervise, evaluate, train and mentor assigned staff develop skills and competences that enable them fulfill their roles and grow in the organization
·         Develop strong linkages with procurement officer and Administration staff that leads to efficient support function for NU-HITES project.
Qualifications, Skills, and Experience:
Knowledge:
·         A University Degree in social science/Arts, procurement or another related field.
·         CIPS qualification is an added advantage.
·         Computer literate in MS Office and the internet
Skills:
·         At least 4 years working experience in a relevant field.
·         Experience in fleet, assets, stores and general office management with large organizations preferably NGOs.
·         Experienced in micro soft office applications i.e. excel, word, access and power point
·         Should be familiar with health and safety issues. He/she should be experienced in the security function at an operation level in an organization.
·         Experience in fuel and monitoring of repairs is essential.
·         Should be experienced in scheduling transport and making bookings.
·         Experience in construction management
·         Prior management and supervisory experience
Other Personality Traits
·         Behaves consistently in approach to work and decision-making
·         Strongly drives performance forward in area of the business for which they are responsible together with the team
·         High level of integrity with commitment to meet deadlines
·         Sets a strong learning culture in their part of the organization
·         Remains calm and positive under pressure and in difficult situations
·         Aware of impact on others and adjusting own behaviour accordingly
How to apply: 
While we thank all applicants for your interest, only those selected for interviews will be contacted. Any form of lobbying will lead to automatic disqualification.
Send your CV and cover letter with 3 work related referees to the address or e-mail below. Please mark your application with the Position Name of the job you are applying for and your preferred location. E-mails that exceed 2MB will be rejected by the system.
People Performance Group
Plot 8 Kitante Close, Kitante
P.O. Box 12405, Kampala
Uganda
E-mail: application@ppg.co.ug
Deadline: 19th October, 2012
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