The Ugandan Jobline

• Regularly carry out and monitor office and
  administrative activities to ensure smooth support is provided, and in
  accordance with defined procedures and processes.
• Manage building and generator maintenance,
  and general office security.
• Ensure staff safety including fire and safety
  checks and plans; arrange emergency drills and practice evacuation;
  respond to office emergencies appropriately.
• The incumbent will identify any office
  repairs needed and coordinate proper repair work, including fumigation
• Manage cleaning and security vendor
  agreements and relationships to ensure customer satisfaction
• Update and maintain office files, ensures
  that all correspondence are properly copied and filed in accordance with
  filling system and records retention policy.
• Ensure office supplies are procured timely
  and stocks properly monitored; that payments to office service providers
  and vendors are processed timely in order to avoid service interruptions
• Ensure all office facilities functions are
  supervised accordingly including reception, cleaners and guards.
• Ensure the yard is kept in good state of
  maintenance at all times
• The jobholder will support HR as delegated to
  ensure job requisitions, interview planning are handled properly as well
  as managing project staff orientation process.
• Assist in welcoming visitors and orientation
  of new employees, setting up work space and addressing any issues that
  arise
• Working with the leadership team, plan
  periodic staff and other meetings

• In charge of property management and office
  inventory; ensuring that complete record of assets, equipment and
  inventories (asset register) are maintained in accordance with MSH
  policies and donor regulations. Ensure assets are allocated and signed for
  properly as well as perform periodic asset verification.
• Carry out inventory reviews and update
  inventory tracking records and reports quarterly
• Manage system to ensure safe keeping and
  usage of all in-country property under MSH stewardship, including proper insurance
  of assets.
• Assist with coordinating inventory
  dispositions as approved.
• Ensure equipment is available and serviced
  regularly
• Ensure that adequate security and oversight
  is in place to safeguard all assets on the premises.
• Assist in the coordination of any insurance
  claims for damaged, lost, stolen property.

• Oversee management of Stores for office
  consumables, program supplies including monitoring stock levels and
  ascertaining re-order levels .
• Inspect goods at receipt, including issuing
  GRVs and recording receipts in stock cards.. This includes ensuring that
  goods are not damaged at the time of receipt, and that everything ordered
  is present and accounted for.
• Keep track of movement of the items in and
  out of the stores and to the final destination(s).
• Ensure the availability of adequate amount of
  supplies and materials regularly required for smooth operation of project
  activities.
• Coordinate with Procurement Unit to assist in
  the procurement of goods and services when stocks run low
• Maintaining an inventory tracker for items
  tagged and labeled in the stores, ensuring that items do not leave the
  stores until they have been tagged and labeled accordingly.
• Ensure the safety and security of the stock,
  ensuring that there are adequate security systems in place to guard
  against theft, fire or any form of destruction.
• Capture data and update stock orders in a
  computerized inventory system; prepare monthly stock reports for review by
  the Director, Finance and Operations.
• Overseeing and supervising staff who maybe
  requested to support your area of implementation.

• Maintain calendar for booking office
  boardrooms, and ensure setup for meetings is provided timely (tea, meals,
  supplies, phone, etc.)
• Offer support in arranging and planning of
  internal events and conferences (holiday parties, team building events,
  etc.)
• Assist with bookings for project specific
  workshops and events as needed; identify external venues, caterers,
  transporters, etc.

• The Office Manager should preferably hold a Degree
  in Administration or equivalent
• A minimum of three years of administrative
  experience.
• Strong administrative, organizational, and
  written and verbal communication skills.
• Excellent interpersonal skills; demonstrated
  ability to interact professionally with diverse clients and stakeholders.
• Demonstrated competence to assess priorities
  and manage a variety of activities in a time-sensitive environment and
  meet deadlines with attention to detail and quality.
• Ability to work independently, take
  initiative and learn complex procedures.
• Demonstrated experience with managing an
  office and ability to work as an effective team player
• Working knowledge of donor regulations
  preferred.
• Computer skills in word processing, database,
  presentation, and spreadsheet applications; Microsoft Office preferred,
  along with ability to learn new software packages.
• Good supervisory and conflict resolution
  skills.
• Ability to travel extensively
• Fluency in both written and spoken English.

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