JOB DESCRIPTION. Job title: Administrator Location: -Hoima, Department: Operations Length of contract: Fixed. Role type: National Grade: 6

Transcription

1 JOB DESCRIPTION Job title: Administrator Location: -Hoima, -Kabarole, -Arua -Masaka Department: Operations Length of contract: Fixed Role type: National Grade: 6 Travel involved: None Child safeguarding level: Reporting to: Regional Coordinator Direct reports: None Organisational background Established in 2003, Malaria Consortium is one of the world s leading non-profit organisations specialising in the comprehensive prevention, control and treatment of malaria and other communicable diseases among vulnerable and under privileged populations. We increasingly find our work on malaria can be effectively integrated with other similar public health interventions for greater impact and therefore expanded our remit to include child health and neglected tropical disease interventions. We work in Africa and Asia with communities, governments, academic institutions, and local and international organisations, to ensure effective delivery of services, which are supported by strong evidence. Our areas of expertise include: disease prevention, diagnosis and treatment disease control and elimination systems strengthening research, monitoring and evaluation leading to best practice behaviour change communication national and international advocacy and policy development 1

2 Country and project background Malaria Consortium Uganda is one of our largest country offices. The office in Kampala, Uganda is the centre for the programmes in Uganda, in addition to serving as a regional office for Africa. The Malaria Action Program for Districts (MAPD) project is a 5 year USAID/PMI funded project. The project aims to prevent and control Malaria illnesses and deaths in order to minimise the social economic effects of the disease among the overall population of Uganda especially in children under 5 years of age. The project will be implemented starting in August 2016, and will cover 43 districts with a total population of more than 13 million. The Malaria Action Program for Districts project offers a partnership uniquely positioned to deliver this implementation rollout. Partners include Johns Hopkins Program for International Education in Gynecology and Obstetrics (JHPIEGO), Banyan Global, Deloitte &Touché Uganda, Infectious Diseases Institute (IDI) and Communication for Development Foundation-Uganda (CDFU). Job purpose The administrator is responsible for management of the reception, provide administrative and logistics support to the office. Scope of work The administrator is responsible for management of the reception area, receiving visitors, managing the central office phone, directing visitors and proving any administrative related support to the team. Key working relationships The administrator reports to the Regional Coordinator, they will interact with all staff and visitors and are responsible for the reception area. They will also interact with the operations team at the Kampala office for administrative and logistics guidance. Key accountabilities (percent of time spent on each area) Administration and logistics support (70%) Make sure that all offices are kept clean at all times including the wash rooms by providing adequate supervision to the support staff responsible for office cleaning Ensure that the office cleaners and kitchen staff are performing to the required standards Ensure that the compound has a tidy and professional appearance including gardening. Report any building and maintenance issues to the line manager In charge of stores both for project and office supplies Manage vehicles and drivers including review of vehicle records Coordinate vehicle hire as and when necessary Asset management and maintenance of register ICT: Liaise with IT support service firms to offer regular professional advice, IT support to staff in a timely manner that does not interfere with staff work. Log all complaints and follow progress closely; raise to a manager if service is not forthcoming Generator service/maintenance Procurement of office and project supplies (with guidance of the PRC in Hoima) Supervise and ensure that the office buildings and compound are kept in a clean and tidy way. Report any building and maintenance requests in writing to the Regional Coordinator 2

3 Receive, analyse, code and prepare request for payment for water, electricity, staff telephone and security bills Supervise and ensure that the front desk represents the organization to the visitors in a professional manner: (25%) Supervise the receptionist on a day to day basis and ensure that their performance meets the organizations core values Make sure that the front desk is staffed at all times during the working hours In the absence of the receptionist, receive incoming calls to the office and transfer to requested person In the absence of the receptionist, make outgoing calls from Malaria consortium and connect to requested person In the absence of the receptionist, receive parcels and give them to owners, and also send parcels Other(5%) Ensure that the first Aid Box is fully stocked at all times. Book accommodation for staff members from upcountry offices. Ensure that the stationery store is always fully stocked, and request for more items in case they are over. Person specification Qualifications and experience: Essential: Bachelor s degree in Information and office management/ office Administration or related. Minimum of 1 year s experience in the field of administration Experience in managing a reception, switchboard and/or customer care Desirable: Proven previous experience in office management Possess good understanding, knowledge and experience in document control and management Work-based skills: Essential: Ability to effectively manage time and resolve crises. Excellent interpersonal and communication skills Good excel and other software skills Desirable: Attention to detail 3

4 Core competencies: Delivering results LEVEL A- Focuses on delivering contribution to Malaria Consortium and achieving own objectives Puts in effort required to ensure the delivery of own work and objectives to meet (and exceed) expectations Strong self management of time and effort Checks own work to ensure quality Analysis and use of information LEVEL A- Gathers information and identifies problems effectively Interprets basic written information Attentive to detail Follows guidelines to identify issues Recognises problems within their remit Uses appropriate methods for gathering and summarising data Interpersonal and communications LEVEL A- Listens and clearly presents information Actively listens and pays attention Presents information and facts in a logical way Shares information willingly and on a timely basis Communicates honestly, respectfully and sensitively Collaboration and partnering LEVEL A- Is a good and effective team player Is as a good and effective team player Knows who their customers are and their requirements. Respects and listens to different views/opinions Actively collaborates across teams to achieve objectives and develop own thinking Proactive in providing and seeking support from team members Leading and motivating people LEVEL A- Open to learning and responds positively to feedback Willingness to manage own development and performance Builds capacity of colleagues by sharing knowledge (induction) and acting as induction buddy when asked Open to learning new things Responds positively to feedback from others. Identifies mistakes and takes positive steps to improve Flexibility/ adaptability LEVEL B- Remains professional under external pressure Able to adapt to changing situations effortlessly Remains constructive and positive under stress and able to tolerate difficult situations and environments Plans, prioritises and performs tasks well under pressure 4

5 Learns from own successes / mistakes Living the values LEVEL A- Demonstrates Malaria Consortium values Demonstrates integrity, honesty and fairness in dealing with colleagues and stakeholders Maintains ethical and professional behaviour in line with Malaria Consortium s values Treats all people with respect Strategic planning and thinking and sector awareness LEVEL A- Manages own workload effectively Plans and manages own workload effectively Is familiar with Malaria Consortium s mission and current strategic plan. Understands own contribution to Malaria Consortium s objectives 5