Administrative Assistant / Secretary Job Careers - Goodman International Ltd

Job Title:         Administrative Assistant / Secretary Organization:  Goodman International Ltd Duty Station : Kampala, Uganda ...

Administrative Officer US NGO Job Vacancies - Management Sciences for Health (MSH)

Job Title:         Administrative Officer
Organization: Management Sciences for Health (MSH)
Duty Station: Kampala, Uganda

About US:
Management Sciences for Health (MSH), a global health nonprofit organization, uses proven approaches developed over 40 years to help leaders, health managers, and communities in developing nations build stronger health systems for greater health impact. We work to save lives by closing the gap between knowledge and action in public health. Since its founding in 1971, MSH has worked in over 150 countries with policy makers, health professionals, and health care consumers to improve the quality, availability and affordability of health services.

Job Summary:  The Administrative Officer is responsible for providing administrative, operational, and logistical support to office and coordinating administrative efforts for field technical activities. S/he has primary responsibility of ensuring that office administrative operations are functioning efficiently and effectively and are aligned to support attainment of project results and client expectation. Supports general operations activities and day to day management of office operations equipment to ensure proper functioning/ routine maintenance and supplies stocks management. Also takes care of general office hygiene in line with MSH standards and procedures. S/he ensures administrative and program support are conducted according to MSH policy, standard operating procedures, donor regulations and good business practices and that tasks are completed with high quality and integrity standards.

Provide Front Desk and general administrative support, ensuring a smooth work flow within office operations. Manage the consumables and stationery stores ensuring proper records of incoming and outgoing requests and timely replenishment of recurring needs . Ensure office Petty cash is well managed and support the Fleet of Vehicles.

Key Duties and Responsibilities:  
Office Management
·        Manages office day today administrative and operational functions inclusive of the front desk
·        Assist in preparation of invitations to workshops/training participants in accordance with the MSH procedures, with particular attention to ensure adherence to policies on allowances
·        Conduct the Anti-Terrorism Clearance Verification Process for events’ participants, venues and related service providers,
·        Ensure the availability of materials, stationery, printed materials, branded materials, name tags, registration sheets, all arranged and packaged for training activities.
·        Assist with arranging and planning of internal events and conferences/events.
·        Maintain minimum Office Petty Cash ensuring cash count reconciliation at least once a week.
·        Ensure the office has adequate stock of equipment/office supplies, water, etc.
·        Ensure garbage is collected from office premises whenever due or at intervals as per contracted collectors. Supervise the services of garbage collectors and other external service providers and report any concerns to the supervisor.
·        Ensuring that office windows and doors are safely secured, lights are off every after work hours, working with cleaning staff.
·        Perform regular inspection of plumbing, drainage, sewerage, electrical fittings and other installations to ensure that they are in proper order or report to supervisor as necessary.
·        Ensuring that the centralized printers and photocopiers are loaded with papers and consumables at all times as well as reporting malfunctioned cases to the supervisor.
·        Ensure that office windows, doors and all accesses are securely closed daily after close of business.  
Stores Maintenance/management
·        Maintains the flow of materials and supplies to the consumables stores using bin cards.
·        Receive procured items into the consumable stores, record, manage and issue out requests to staff.
·        Ensure regular stock count and balance indication on bin cards
·        Provide regular status reports and timely replenishment requests
·        Take custody and arrange the availability of audio-visual equipment, displays and other meeting needs  
General Duties
·        Verify delivered items in line with Purchase Order quantities and quality (specifications) working with the respective purchasers and respective technical persons
·        Provide support for office opening and closing working with supervisor
·        Support and work with supervisor in regular assets verification
·        Ensure that all equipment and supplies leaving the office for any other destination have approved gate passes and are appropriately recorded
·        Coordinate driver itineraries and ensure that vehicle service and repair requests are timely submitted working in liaison with drivers, supervisor and operations/procurement staff.    

Qualifications, Skills and Experience:
·        The ideal candidate must hold a Bachelor’s Degree in Business Administration, Public Administration or related fields.
·        At least 3-5 years of relevant administrative experience in supporting teams of professionals.
·        Strong administrative, organizational and interpersonal skills, able to work well under pressure.
·        Familiarity with travel logistics and event planning.
·        Experience with US government donor projects.
·        Ability to work flexibly and collaboratively in a complex Program and in a diverse multi-cultural team environment.
·        Ability to work independently and to excel at operating in a fast pace, health management support environment.
·        Ability to carry out independent work, take initiative, be responsible, maintain can-do attitude and use sound judgment.
·        Excellent interpersonal and communication skills. A demonstrated commitment to high professional and personal ethical standards.
·        Excellent computer skills, knowledge of MS Office Suite applications including Word, Excel, and other applications.

How to Apply:
All candidates who wish to join Management Sciences for Health in the aforementioned capacity at the link below.

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