09 September 2016

Earn over 6000 US Dollars Annually as one of 4 Administrators - Malaria Consortium

Organization: Malaria Consortium
Project Name: USAID/PMI Malaria Action Program for Districts (MAPD) Project
Duty Station: Masaka, Hoima, (Fort Portal) Kabarole and Arua, Uganda
Reports to: Regional Coordinator
Salary: USD 6,250 gross per annum

About Malaria Consortium:
Malaria Consortium is the world’s leading not-for-profit organisation dedicated to the comprehensive control of malaria and other communicable diseases in Africa and Southeast Asia. Malaria Consortium works with communities, government and non-government agencies, academic institutions, and local and international organisations, to ensure good evidence supports delivery of effective services, providing technical support for monitoring and evaluation of programmes and activities for evidence-based decision-making and strategic planning. Malaria Consortium works to improve not only the health of the individual, but also the capacity of national health systems, which helps relieve poverty and support improved economic prosperity.

About USAID MAPD Project:
The Malaria Action Program for Districts (MAPD) project is a 5-year USAID/PMI funded project. The project aims to prevent and control Malaria illnesses and deaths in order to minimise the social economic effects of the disease among the overall population of Uganda especially in children under 5 years of age. The project will be implemented starting in August 2016, and will cover 43 districts with a total population of more than 13 million. The Malaria Action Program for Districts project offers a partnership uniquely positioned to deliver this implementation rollout. Partners include Johns Hopkins Program for International Education in Gynecology and Obstetrics (JHPIEGO), Banyan Global, Deloitte &Touché Uganda, Infectious Diseases Institute (IDI) and Communication for Development Foundation-Uganda (CDFU).

Job Summary: The Administrator will mainly be responsible for management of the reception, provide administrative and logistics support to the office. The administrator is responsible for management of the reception area, receiving visitors, managing the central office phone, directing visitors and proving any administrative related support to the team.

Key Duties and Responsibilities: 
Administration and Logistics Support (70%)
·         Ensure that all offices are kept clean at all times including the wash rooms by providing adequate supervision to the support staff responsible for office cleaning
·         Ensure that the office cleaners and kitchen staff are performing to the required standards
·         Ensure that the compound has a tidy and professional appearance including gardening.
·         Report any building and maintenance issues to the line manager
·         Responsible for managing stores for the project and office supplies
·         Manage vehicles and drivers including review of vehicle records
·         Coordinate vehicle hire as and when necessary
·         In charge of asset management and maintenance of register
·         ICT: Liaise with IT support service firms to offer regular professional advice, IT support to staff in a timely manner that does not interfere with staff work. Log all complaints and follow progress closely; raise to a manager if service is not forthcoming
·         Generator service/maintenance
·         Procurement of office and project supplies (with guidance of the PRC in Hoima)
·         Ensure that the office cleaners and kitchen staff are performing to the required standards
·         Supervise and ensure that the office buildings and compound are kept in a clean and tidy way. Report any building and maintenance requests in writing to the Regional Coordinator
·         Raise all payment forms , submit to finance and make follow on all payments
·         Receive, analyse, code and prepare request for payment for water , electricity, staff telephone and security bills
Supervise and ensure that the front desk represents the organization to the visitors in a professional manner: (25%)
·         Supervise the receptionist on a day to day basis and ensure that their performance meets the organizations core values
·         Make sure that the front desk is staffed at all times during the working hours
·         The incumbent will receive incoming calls to the office and transfer to requested person
·         Make outgoing calls from Malaria consortium and connect to requested person
·         Receive parcels and give them to owners, and also send parcels
Other (5%)
·         Ensure that the first Aid Box is fully stocked at all times.
·         Book accommodation for staff members from upcountry offices.
·         Ensure that the stationery store is always fully stocked, and request for more items in case they are over.

Qualifications, Skills and Experience:
·         The applicant for the Malaria Consortium USAID MAPD Administrator job opportunity should hold a Bachelor’s degree in Information and office management/ office Administration or related.
·         One year experience in the field of administration
·         Previous experience in managing a reception, switchboard and/or customer care
·         Proven previous experience in office management is desirable
·         Possess good understanding, knowledge and experience in document control and management
·         Ability to effectively manage time and resolve crises.
·         Excellent interpersonal and communication skills
·         Good excel and other software skills
·         Keen attention to detail

Core Competencies:
Delivering Results: Focuses on delivering contribution to Malaria Consortium and achieving own objectives
·         Puts in effort required to ensure the delivery of own work and objectives to meet (and exceed) expectations
·         Strong self management of time and effort
·         Checks own work to ensure quality
Analysis and use of information: Uses evidence to support work
·         Identifies and uses various sources of evidence and feedback to support outputs
·         Uses evidence to evaluate policies, projects and programmes
·         Identifies links between events and information identifying trends, issues and risks
·         Ensures systems are in place to address organisation needs
 Interpersonal and communications: Listens and clearly presents information
·         Actively listens and pays attention
·         Presents information and facts in a logical way
·         Shares information willingly and on a timely basis
·         Communicates honestly, respectfully and sensitively
Collaboration and partnering: Good and effective team player
·         Knows who their customers are and their requirements.
·         Respects and listens to different views/opinions
·         Actively collaborates across teams to achieve objectives and develop own thinking
·         Proactive in providing and seeking support from team members
Leading and motivating people: Open to learning and responds positively to feedback
·         Willingness to manage own development and performance
·         Builds capacity of colleagues by sharing knowledge (induction) and acting as induction ‘buddy’ when asked
·         Open to learning new things
·         Responds positively to feedback from others.
·         Identifies mistakes and takes positive steps to improve
Flexibility/ adaptability: Remains professional under external pressure
·         Able to adapt to changing situations effortlessly
·         Remains constructive and positive under stress and able to tolerate difficult situations and environments
·         Plans, prioritises and performs tasks well under pressure
·         Learns from own successes / mistakes
Living the values: Demonstrates Malaria Consortium values
·         Demonstrates integrity, honesty and fairness in dealing with colleagues and stakeholders
·         Maintains ethical and professional behaviour in line with Malaria Consortium’s values
·         Treats all people with respect
Strategic planning and thinking and sector awareness: Is aware of others’ activities and vice versa in planning activities
·         Takes account of team members and others workload when planning.
·         Maintains awareness of impact on other parts of the organisation, keeping abreast of other’s activities, objectives, commitments and needs
·         Has a good understanding of the sector in which Malaria Consortium works

How to Apply:
All interested applicants are encouraged to apply online at the web link below.

Deadline: 16th September 2016 by 2:30 pm

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