Job Title: Administrative Assistant
Organisation: HealthPartners
Duty Station: Mbarara, Uganda
Reports to: Chief Finance Officer (CFO)
About US:
HealthPartners has been active in Uganda since 1997 as part of our global social responsibility. Since 1997, HealthPartners has leveraged its expertise to develop a health cooperative model based on existing systems and financed by local stakeholders that allows community members in resource poor areas to overcome their health challenges.
Job Summary: The Administrative Assistant will be responsible for overseeing the administration function for Mbarara office. Managing the front office, providing support to the finance team, procurement processes, assets management and ensuring a conducive environment for the team and partners that access the HPU office. S/he is expected to comply and promote compliance with relevant donor regulations, HPU’s policies/procedures, country laws and carry out other duties as assigned by the supervisor from time to time. Administrative Assistant Corporate Responsibility Scorecard
Key Duties and Responsibilities:
- Support CFO, accountant and all staff as needed
- Timely submission of bills/invoices/payment requests for approval within 5 days of receipt.
- Clear tracking system for bills received and submitted with monthly report
- Review and scan accountabilities and other financial documents (tax invoices, signed LPOs, receipts) to accountant for payment processing.
- Pay attention to detail to ensure no issues/errors before sharing scanned documents.
- Receive invoices and accountabilities from staff. Scan accountabilities with keen attention to accuracy in numbering and completeness.
- Conducive working environment for HPU staff
- Maintain clean office premises.
- Number of staff complaints related to cleanliness of the office premises
- Ensure clean office premises by supervising cleaners and issuing certificate every month to facilitate timely payment.
- Report any cleaning and compound maintenance issues to the cleaning company and have them resolved the next day. Any unresolved issues are reported to management immediately.
- Ensure cleaning company has a schedule for office general cleaning and compound maintenance. Have a schedule in place for office fumigation.
- Ensure the cleaning company vails supplies in time
Asset management
- Asset register is kept current and submitted with monthly reports. HPU assets in Mbarara are engraved
- Equipment are well maintained/serviced and petty cash account is properly managed in Mbarara
- Engrave new assets as soon as they are acquired.
- Update the assets register on a monthly basis
- Manage an equipment maintenance register
- Manage equipment and ensure that they are only used for official work.
- Track petty cash spending and Make monthly petty cash accountability and ensure all documents are properly signed in Kampala
- Maintain generator fuel and electricity trackers and share replenishment accountability
Front office management Effective communication with stakeholders, well maintained notice boards with up to date information
- Attended to visitors and ensure materials about project activities are available at the reception and keep updated information on notice boards.
- Ensure landline is in proper working condition at all times
- Receive incoming calls and provide appropriate information and/or transfer to the responsible people
- Receive visitors and direct them to the right offices where necessary
- Maintain current posting of relevant project materials on notice boards including photos, accomplishments, GIS maps, posters
Maintain office supplies
Staff have sufficient office supplies to facilitate a conducive working environment
- Daily update of the stores tool
- Replenish supplies quarterly
- Ensure the store is organized and easy for members to see what is available.
- Manage electricity usage by updating the tracking tool daily to replenish in time
- Receive the water bills cross check and follow-up in case of errors and ensure timely payment.
Manage office newspapers and receive and track deliveries and ensure a tax invoice is received
Coordinate procurement processes for Mbarara Ensure that the process for sourcing for quotations and sharing CBA is completed with 1 week.
- Draft specifications, terms of reference and requests for quotations
- Post newspaper adverts to secure quotations and submit to procurement committee
- Source quotations with three day turn around and stamp all received quotes
- Write CBAs in the procurement spreadsheet with TIN and VAT included and without hidden costs
- Support accountant by making draft LPO s for staff in Mbarara
- Take photos and document quality of items received and keep in files for verification when needed
- Update asset tracking tool the day items are received or transitioned to new stewardship
- Notify successful bidder and provide contract / MOU for signature; and notify unsuccessful bidders
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Qualifications, Skills and Experience:
- The ideal applicant must hold a Bachelor’s degree in Business Administration, accounting, finance or related field
- At least three years in administration, finance or accounting related position. Ability to operate comfortably within a complex cultural, global environment.
- Previous work experience with an NGO or USAID supported project will be an added advantage.
- Ability to work well under pressure, multitask and meet deadlines
- High integrity and details focused
- Good analytical skill
- Proficiency in use of Microsoft applications, including Excel and Word
- Good interpersonal skill
- Skilled in maintaining documentation
- Good written and oral communication skills
- Knowledge of accounting practice, policies and procedures is a plus
- Fluency in spoken and written English
How to Apply:
All suitably qualified and interested Please submit your application by November o4,2022 to [email protected] with copy to [email protected]
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