Fresher Administrative Officer NGO Jobs – mothers2mothers (m2m)

Job Title:      Administrative
Organization: mothers2mothers
Duty Station: Jinja,
About US:
(m2m) is an international non-governmental organization based in Cape Town, SA,
dedicated to providing education and support to pregnant women and mothers
living with HIV, and preventing mother-to-child transmission. Since its
inception, m2m has reached more than one million mothers in seven countries.
Founded in Cape Town in 2001, m2m is a partner in the United Nations’ Global
Plan towards the Elimination of New HIV Infections among Children by 2015 and
Keeping their Mothers Alive.
Job Summary:  The Administration Officer is responsible for
implementation and monitoring of all aspects of the administrative processes,
ensuring efficient and effective administrative functions and value for money
in all the transactions in line with the m2m policies, procedures and
guidelines. The Administration Officer will provide support to the Country
Finance Manager and In-country team to ensure proper administration support to
implement the activities In-country.
Key Duties and Responsibilities: 
Administration (20%):
  • Develop and implement standards of the internal and external
    cleanliness of the Country and field Offices and maintain the organization
    image in line with m2m branding and administration guidelines
  • Work in close liaison with the Human Resource Department, conduct
    periodical occupational health and safety (OSH) assessment of the office
    premises and ensure adherence to OSH standards
  • Manage and report problems in relation to the office phone,
    utilities, buildings and equipment.
  • Receive and evaluate requests of installation, repairs, maintenance
    and services in line with m2m policies, guidelines and procedures
  • Process payment of utility bills and outstanding invoices in a
    timely manner to avoid any disconnections and meet our contractual
    obligation to the suppliers and service providers.
  • Ensure adequate stocks of administration user items and replenishment
    of all supplies are maintained at all times
  • Develop key office events calendar and coordinate assignment of
    meeting rooms
  • Develop and maintain office administration secretarial systems
    related to filing of documents, records management, communication
    (telephone, fax correspondences) and basic office services in line with
    administration policies, procedures, guidelines and best practices
  • Ensure office kitchen is maintained at the highest standards of
    health and safety
  • Provide supervision to the security guards and act as key liaison
    with the security firm
  • In charge of the security of all offices (Custodian of spare keys)
  • Ensure all offices and storage spaces are well locked before close
    of every business day
  • Acting as key liaison with the IT service providers, ensure stable
    internet connectivity in the Country and Field Offices and timely
    reporting of any IT related malfunctions
Front office
management and guest relations (10%)
  • Develop and implement a plan to cultivate a good organizational
    image and relations with office guests
  • Maintain the reception area neat and tidy so as to maintain the good
    image of the organization.
  • Management and coordination of visitors
  • Work closely with authorised staff in handling guest relations duty
    including hotel reservations, transport, accommodation etc
  • Develop and coordinate implementation of document delivery system
    within and out of the organization
  • Oversee screening of incoming telephone calls, enquiries and
    requests and ensure they are handled as appropriate
Office Logistics
  • Ensure adequate stock of office supplies and administration routine
    user items are in place all the time, advise management on restocking, and
    in liaison with the Logistics Assistant, source for suppliers
  • Receive, analyse and process services and supplies requisitions from
    other departments and projects to ensure timely delivery of services and
    items requested.
  • Generate requisitions for supplies and services on behalf of the
    administration office.
  • Process payment of outstanding Invoices in a timely manner to meet
    m2m contractual obligation to the vendors and service providers and avoid
    any incumbrances to m2m due to delayed vendor payments
  • Provide logistical support to staff in planning and running meetings
    and workshops
  • Oversee management of the store in line with m2m policies and ensure
    all stock records are updated
Asset Management
  • Maintain and Update the inventory and asset register whenever new
    acquisitions occur
  • Implement a process for branding and marking as per m2m and donor
    specific requirements
  • Ensure proper use and maintenance of physical assets and office,
    including vehicles, equipment, furniture, and office building in
    accordance with the set policies. Inform management of any repairs as
  • Work in close liaison with user departments, maintain and implement
    an asset servicing schedule for office equipment like vehicles,
    photocopiers etc
Fleet management
  • Ensure cost efficient and reliable fleet operations for m2m Uganda
  • Develop and maintain a system for tracking and managing m2m fleet
    movements and fuel usage in line with m2m policies
  • Develop, implement and monitor systems for the maintenance of good
    mechanical conditions of the m2m fleet of vehicles and motorcycles as m2m
    policies, and ensure timely servicing and repairs.
  • Update and generate management report on vehicle performance on
    monthly basis on the categories including but not limited to – fuel usage,
    Fuel consumption by vehicles, Service maintenance and repair cost by
    vehicle, Cost per km by vehicle – fuel and service maintenance and
    repairs, Utility rate – performed km versus expected and Vehicles due for
  • Carry out timely renewal of road licenses, comprehensive and third
    party insurance on the existing vehicles as per the law in Uganda.
  • Manage and follow up of fuel for field based staff and ensure log
    books are filled, fuel reports and motorcycle reports are submitted before
  • Assist in the regular maintenance of motorcycles by gathering the
    necessary information from the field users
  • Developing a travel matrix in conjunction with program staff and
    drivers and advice management on the need to hire extra vehicles
  • Work in close consultation with the Finance Manager and Country
    Director, coordinate vehicle hires in an effective and timely manner.
    Administrative services and supplies
relationships (10%):
  • In liaison with the Procurement Office, participate in vendor
    sourcing and support procurement evaluations, as and when the need arises
    / assigned
  • Ensure relationships of vendors providing administrative services is
    managed and maintained in line with the vendor contracts
  • Keep track of all agreements with vendors providing administrative
    services and advise the Country Finance manager of any pending expiry of
    agreements and due payments to vendors.
  • Maintain an up to date data base for administrative service
    providers and negotiate fair rates.
  • Conduct period reviews on administrative services vendor performance
    and provide feedback to vendors and m2m staff
  • Ensure Invoices are fully verified, timely before processing
Support to staff
and People Management (15%)
  • Maintain a smooth communication flow of information on
    administration procedures, policies and guidelines.
  • Provide guidance to staff and m2m visitors on Administration
    operations in line with m2m policies, procedures and guidelines
  • Managing and coordinating service delivery between m2m staff/guests
    and the hotel
  • Supervise the Administrative Assistant, Facilities Assistants and
Reporting (5%): Document periodical and monthly reports to
track all administration activities and submit to the Country Finance

Qualifications, Skills and Experience: 
  • The applicant for the m2m Administrative Officer job placement
    should preferably hold a Bachelor’s degree in Business Administration,
    Office Management, Social Sciences or an equivalent from a recognized
  • A post graduate diploma in Administration or Business Administration
    is an added advantage
  • A minimum of two years of post-study experience in Administration
    work of a busy organization, preferably in a multinational or similar
  • Knowledge of institutional donor requirements; EC, DFID, UN partner
    agreements, SIDA, USAID, CDC, etc is an added advantage
  • Focused and versatile team player that is comfortable under pressure
    of deadlines and ever changing demands
  • Analytical and problem solving skills, innovative in handling
    emergency issues.
  • Excellent customer care skills
  • Computer skills including the ability to operate word processing
    programs and email communication at a highly proficient level
  • Excellent interpersonal skills; ability to work on own and within
    various teams on competing demands
How to Apply:
All those excited
about serving in this prestigious NGO should send their applications online at
the link below
Deadline: 6th August 2018
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