PROGRAMME: Systems Strengthening
SUPERVISOR: Executive Director
JOB PURPOSE: To provide professional administrative support to the Executive Director, the Program Managers, the entire management and implementation team, funders and other relevant stakeholders for effectively running of the organization. Expected to develop and maintain a well-organized HEPS office.
KEY RESPONSIBILITIES AND DUTIES:
Planning:
Plans for efficient day –to –day functioning of the office. Supports Executive Director to plan for Board, management, Annual General meetings Contribute to annual, quarterly, monthly plans Contribute to fundraising and proposal writing
Management Support:
Secretary to the Executive Director Provides support to management and all staff regarding documentation, information flow and records management. Develop and maintain relevant database and filling system for optimal management of information and contacts of the organization Takes minutes for management and staff meetings, follow up on action plans Implement the organization’s administrative policies and procedures in accordance with Human Resource Management Manual and other applicable norms, rules and regulations for legal compliance and operational efficiency Manage use and timely maintenance of pool vehicles, motor cycles and other equipment; ensure licenses, insurances and other requirements are up-to date. Oversee office management and maintenance Facilitate procurement of goods and services including day-to-day procurement and maintenance of office furniture, IT equipment, vehicles, telephone/communications and other equipment and supplies. * Maintain all personal records (personal files) pertaining to employees’ appointment, leave, training, studies, training bonds, certificates, evaluation reports etc. and update regularly. Prepare and update staff contracts. Facilitate recruitment of new staff (advertising, filing and short listing CVs, interviews, following up references, etc.). Prepare, maintain and up-date standard employment contracts and insurance of staff, vehicles, equipment, and other relevant property; * Ensure provision of telephone, legal and other office services as required * Provide orientations to new staff ; information on staff employment conditions and other relevant information to new staff Filing – Take lead in standardizing and updating organization’s filing, referencing, and record tacking system in consultation with other units. Facilitate safe keeping of HEPS legal and confidential documents Provide all necessary office administration services including securing timely permits, visa, etc. for staff, guests, consultants as per prescribed procedures and law; Provides support to incoming visitors.
Reporting:
Facilitates the preparation and distribution of reports from the Executive Director’s Office. Ensure submission of annual returns to the NGO Board Provides support for Grants documentation. Will be accountable to the Executive Director and will agree on annual yearly plan and support its implementation. Reports to the Executive Director in accordance with the project management protocols of HEPS Uganda (the Executive Director can delegate this to another staff member of his or her choice).
Accountability and expense follow-up:
Prepares requests for payment from Executive Director’s Office Ensures value for money for all expenses in the Executive Director’s Office. Any other relevant duties assigned by the Executive Director
DELIVERABLES: Well functioning secretariat with smooth and updated flow of information, smart clean office area . support to these office functions of the organization provided: Planning, Management, logistics, Reporting, Accountability and value for money.
JOB SPECIFICATIONS:
a) Education: A Bachelors Degree in Secretarial Studies and Office Management, Business Administration or related qualification.
b) Knowledge and Skills: Good Computer skills, administrative skills, customer care, communication skills
c) Experience: At least 3 years working experience in a similar position.
d) Behavioral Competences: Demonstrable aptitude for Team Work, Must be prepared to work under pressure, work long and irregular hours, and keep deadlines, must be able to work without supervision and take initiative, must maintain confidentiality, patient and firm.
To Apply;
http://www.heps.or.ug
