Administration Manager Career Placement – Marie Stopes International

Organization: Marie Stopes International
Duty Station: Kampala, Uganda
Reports to: Director of Corporate Services
About MSI:
Marie Stopes International
exists to bring quality family planning and reproductive healthcare to the
world’s poorest and most vulnerable people. We’ve been delivering family
planning, safe abortion, and maternal health services for over 35 years.
Millions of women worldwide turn to us for help each year, whether in limiting
the size of their families, or avoiding dangerous complications in pregnancy or
unsafe abortion.
Job Summary:  The
Administration Manager will play a key role in supporting the  delivery of smooth and cost effective
operations through the leadership of a small team providing administrative
support to facilities management, staff movement, assets and stores management
and legal compliance.  This role provides
matrix management support to LTFP Operations Officers (Outreach, Social
Franchise and Youth and Vuln Populations) and works closely with Log,
Procurement and HR functions
Key Duties and
Responsibilities: 
1. Leadership of a team providing Administrative support:
  • Mentor
    and lead a small team with clear allocation of duties include office
    cleaning
  • Assess
    their performance regularly, adjusting tasks as necessary
  • Develop
    talent within the team
  • Matrix
    support to Operations Officers to ensure coordination
2. Staff Movement:
  • Global
    diary correlated with HR leave and absentee records and shared to SMT
  • Staff
    clock-in tracking
  • Ensure
    that SMT minutes/action plans are taken and implemented as desired
  • Collation
    of Operations Officers plans
  • In
    charge of securing accommodation and transport support to visitors
3. Facilities Management:
  • Responsible
    for service contracts with maintenance and repairs
  • Ensure
    safety checks
  • Record
    and follow up complaints/repair needs, logging and closing as needed
  • Kitchen
    kept clean and functioning
4. Assets and Stores Management:
  • Office
    assets list set up and maintained
  • Assets
    register collated and stored
  • Property
    with staff list maintained
5. General Admin:
  • Ensure
    that the office reception is friendly and efficient
  • Responsible
    for the switchboard
  • Ensure
    that all goods received are recorded
  • Mail
    in and out recorded
  • Office
    Petty Cash held and accounted for 
  • Handling
    suggestions for improvement on all Administration matters presented to SMT
6. Archiving and legal Compliance:
  • All
    project information archived on time
  • Facilities
    contracts agreed, filed and renewed as necessary
  • Service
    contracts in place
  • Legal
    retainer contract maintained
Qualifications, Skills and
Experience: 
  • The
    ideal candidate for the Administration Manager placement should preferably
    hold a Bachelor’s Degree in a related discipline
  • Working
    knowledge and comfortable with using internet, intranet and all  Microsoft office packages
  • Skills
    in team management
  • Basic
    accounting (petty cash) skills
  • Archiving
    skills
  • Efficient
    use of time in planning own work in the delivery of service
  • Excellent
    interpersonal skills, the ability to build effective working relationships
    at all levels.
  • Excellent
    oral and written communication skills.
  • Demonstrates
    strong management and leadership skills both within the function and as a
    role model
  • Ability
    to work autonomously
  • Ability
    to work under pressure and to deadlines
Behavioral Competencies:
  • 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 maximise potential
  • Team Player: Working as part of a team by being
    supportive, flexible and showing respect for each other
The Administration Manager
provides a key interface between junior and senior staff and has regular
contact with outside stakeholders. S/he is must actively demonstrate MSU’s core
values of:
  • Accountability
    of all staff to each other and our clients and stakeholders
  • Equality
    of opportunity and access
  • Value
    for money in the management of our resources
How to Apply:
All candidates who wish to
join Marie Stopes are strongly encouraged to send an updated CV and cover letter
via email to: vacancies@msiu.or.ug
NB: Please do not attach transcripts
Deadline: Friday 12th June, 2015
by 5pm
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