DEADLINE: 12/05/2024
Administration Assistant
Full-time
The role
Reporting to the Administration and Records Manager, the purpose of this role is to provide high-quality Administrative supportto the Marie Stopes admin office. Reflecting our values and brand s/he will offer smooth support to the organisation and will also be the part-time support to the fleet office. S/he will work in close collaboration with all departments and will be responsible for ensuring the efficient running of the organisation from an administration perspective.
The Administration Assistant will be required to demonstrate MSUG’s core values of:
Key Responsibilities
Utilities
Activities include:
• Update Utilities/Generator costs tracker and identify measures to reduce costs.
Assets Register and Tracking
Activities include:
- Updated asset register, complete assets’ transfer documentation and compliance with the MSUG assets policy.
- Support the assets management process focusing on engraving and movement documentation.
- Reporting any faulty/lost assets timely and follow through for Insurance compensation and or replacements.
Meetings and Workshops support:
Activities include:
• Together with the front desk Personnel, Organize venues and coordinate the events till closure
Petty Cash Management
Activities include:
- Maintain sufficient petty cash float.
- Issue petty cash to all legible, on time and in a maximum of one day, prioritizing emergency requests.
- Provide an accurate end-of-month report for petty cash utilization.
Requests for Purchases and Invoice processing.
Activities include:
- Prepare all PRFs originating from the Administration Department and follow up approvals to closure.
- Process all supplier/service provider invoices for utilities and telecom services ensuring all relevant documents are attached prior to submission to the finance office.
Office Errands
Activities include:
- Courier/Post Office Management and deliver mail from stakeholders and Posta Uganda, ensuring timely clearance of all required fees.
- Effectively operate the MSUG Motorbike, ensuring traffic compliance to support programme errands around Kampala.
General Security and Reporting
Activities :
- All reported incidents are followed up and timely recorded in the incident logs/register.
- Security equipment timely serviced (Fire extinguishers, fire alarms,
Cameras) - Support office and regional hubs Security ensured all day and night
through. - Report any Office repairs
Key Custodianship
Activities include:
- Maintain the support office key register.
- Ensure all office locks are properly working reporting any issues to administration.
- Opening and closing all office premises-Timely opening of the premises for cleaning access in the morning.
Knowledge, Skills and Attitudes
Qualifications:
- A Bachelor’s Degree or Diploma in Business Administration, Office Management,Development Studies or any other related discipline.
Skills/Experience:
- Warm and cheerful personality
- Customer service orientation
- Proffessional personal presentation
- Demonstrated experience in a busy organisation with staff based in multiple locations
- Knowledge of or ability to learn and adapt to organizational policies, systems and procedures
- Ability to work with little or no supervision
- A team player with good interpersonal and communication skills
- Highly organised and confidential
Attitude / Motivation:
Successful performance at MS-UG is not simply defined in terms of ‘what’ people achieve, but equally is about ‘how’ people go about their jobs and the impact that they have on others. We encourage and expect all team members will demonstrate the following behaviours:
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
- Take 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
DEADLINE: 12th May 2024
APPLY HERE: https://mariestopes.or.ug/careers/vacancies/administration-assistant/
