USAID PROJECT ADMINISTRATOR DEGREE JOB AT UHMG

							USAID PROJECT ADMINISTRATOR DEGREE JOB AT UHMG



Job Title: Administration Manager

Duty Station: UHMG Head Office -Kampala

Reports to: Director Human Resource and Administration

Job Summary:

The primary responsibility of this position is to provide professional guidance and advisory
services in managing the Administration portfolio of the organization.

The position holder will also oversee the smooth operation of the office, and ensure that related
administrative documents are prepared, followed regularly, and implemented in compliance with
the defined systems and processes.

S/he will co-ordinate the process of implementing and reviewing the administration systems of
the organization, and communicate organizational policy reviews and updates to ensure
compliance. S/he will ensure that UHMG employees are aware of and comply with donor rules,
regulations, and standards on procurement integrity and ethics.

This position requires a self-driven, resilient, and flexible person with extensive capacity in the
areas of corporate office management, policy formulation, administration, and property
management.

The person should be result oriented, have strong conceptual and analytical skills, with expertise
in proactive information gathering, analysis and impact monitoring, and should have the capacity
to work with minimum supervision.

S/he must focus on quality, improvement effectiveness and efficiency, and model independence,
objectivity, ethics, integrity, professionalism, and avoidance of bias and conflict of interest.

Duties & Responsibilities:

The Administration Manager will be specifically responsible for the following tasks:-

· Develop the annual Administration work-plan and monitor implementation with respective
Officers.

· Supervise administrative staff and undertake periodic evaluation and feedback on their
performance. Provide mentoring and coaching for performance improvement and succession
planning.
· Coordinate all administrative and property-management matters of the organization.

· Support the supervisor in the preparation of board committee meetings, and the record of
meeting minutes. Assist in the coordination of board-related matters and preparation of board
meetings and documentation.

· Initiate, coordinate, and monitor implementation and review of office data, and records
management systems in collaboration with the supervisor. Ensure up-to-date administrative and
contractual records in are maintained by the Administrative Officer.

· In liaison with the ICT Officer, ensure staff undertake regular electronic filing of data on shared
drives as per the ICT policy requirements.

· Ensure the maintenance of an accessible secure central filing system, and archiving of
administrative resource documents.

· In collaboration with the other directorates of UHMG, ensure compliance with donor
procurement and administrative policies and procedures, and compliance with government legal
and statutory requirements and regulations.

· Ensure the regular update of the fixed assets register by the Administrative Officer on a
monthly basis.

· Ensure the maintenance of all office inventory records and the availability of adequate stocks
(i.e. stationary, sundries, and cleaning materials).

· Ensure that monthly stock-taking reports on fixed assets, stationery, sundries, and consumables
are prepared by the Administrative Officer.

· Ensure monthly vehicle and generator maintenance reports and fuel consumption reports are
submitted on time by the Transport Officer, and analyzed accordingly for performance checks.

· Oversee the regular and timely upkeep, maintenance, and repairs of the office premises and
assets (i.e. furniture, fittings, equipment, and buildings).

· Ensure the office compound (both interior and exterior) is maintained in a clean and
professional manner, and that gardening and cleaning maintenance services are effected in a
timely manner.

· Manage the asset insurance and vehicle insurance schemes, and coordinate the insurance
renewal process in a timely manner.

· Provide oversight and advice in the planning, preparation, and coordination of monthly all-staff
meetings.

· Ensure a conducive working and safe office environment to staff, that meals are provided in a
hygienic manner that security guidelines are followed to guarantee the security of employees as
well as physical assets of the organization, and that security surveillance reports are up-to-date.

· Coordinate the allocation, management, and use of office space by the respective occupants,
ensuring proper office lay out and outlook. Ensure that the front desk represents the organization
to visitors in a professional and ambient manner.

· In liaison with supervisor, continuously review and amend, organizational policies and
procedures to reflect global trends, and ensure they are legally compliant. Share updates with
staff on timely basis and ensure policies are well disseminated, received, and understood.

· Submit weekly, monthly, and quarterly Administration activity reports.

· Occasionally track human resource and administration-related expenses, and review budget
balances.



Qualifications, Skills & Experience:

· Bachelor’s degree in Business Administration, Office Management, or related field. Post
graduate Diploma in Management (essential).

· Masters Degree in Management (an added advantage).

· At least 3 years experience in management and administration, including the running of a
growing organization is mandatory.

· Experience in general office management, fleet, assets, and stores with large organizations a
plus.

· Demonstrable results in previous work environment would reinforce claims to this experience.

· Ability to consult, make and implement decisions in line with agreed principles and criteria.

· Display high ethical standards and integrity, strong personal values and character.

· Able to think analytically, independently and creatively, and have attention to detail.

· Must have strong leadership and result-oriented skills, and should be meticulous, and able to
work independently, with objectivity and sound judgment.

· Have self motivation, initiative, hard work, orientation, and good team work/player skills.

· Have organization and facilitation skills, as well as good communication and feedback skills in
person and in writing (reporting).
· Able to handle multiple and conflicting priorities, and to stand pressure, observe and work
under strict deadlines in a multidisciplinary, multidimensional organization.

· Able to grow in a challenging career and to add value to the organization’s strategic goals, and
adapt to change.



How to Apply

Send or deliver your CV, copies of certificates and cover letter clearly indicating position applied
for on the 'top left-hand side of the envelope' to:



The Human Resources & Administration Manager,

Uganda Health Marketing Group, Ltd Plot 20-21, 27-28, Martyrs Crescent, Ntinda

P.O Box 4553, Kampala



Deadline: 1st October, 2012