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Administration & Records Manager job at Marie Stopes UG | Apply Now
Are you looking for Administrative jobs in Uganda 2024? If yes, then you might be interested in Administration & Records Manager job at Marie Stopes UG
Kampala, Uganda
Full-time
Marie Stopes Uganda (MSU), established in 1993, is a leading non-governmental organization dedicated to providing high-quality, affordable sexual and reproductive health services across Uganda. As an affiliate of MSI Reproductive Choices, MSU operates with the mission to empower individuals to have children by choice, not chance, offering services such as family planning, post-abortion care, maternity services, and STI testing and treatment.
Renowned for its commitment to client-centered care, MSU has become one of Uganda's most trusted providers in the reproductive health sector. The organization fosters a dynamic and inclusive work culture, valuing diversity and professional growth, and regularly offers various career opportunities, including roles in medical services, administration, and community outreach. MSU has expanded its reach through innovative service delivery channels such as mobile outreach teams, public sector strengthening, social marketing, and a network of clinics, ensuring accessibility for underserved communities nationwide.
Upholding core values of client-centeredness, accountability, and courage, MSU actively engages in corporate social responsibility initiatives aimed at enhancing public health systems and promoting sustainable investment in sexual and reproductive health. For more information, visit their official website at www.mariestopes.or.ug.
Administration & Records Manager job at Marie Stopes UG
Marie Stopes UG
Reporting to the Director Human Resource and Administration, this role comprises of a range of responsibilities such as office administration and logistical support with the principal aim of helping to ensure the smooth running of MSUG Offices. The Records and Administration Manager will oversee office space management, including the anticipation of office space needs and managing office moves when need arises. The role also comprises organizing logistics for international visitors to the Uganda programme, including obtaining visas, flights and accommodation and similar logistical needs for Local Staff travelling out of Uganda.
Another key role is the effective and appropriate management of the organisation's records from their creation, right through to their eventual disposal.
The Records and Admin manager will also oversee the general office security management both day and night, reduce costs where possible and ensure timely incident reporting and follow up to closure.
Contracts Management ensuring that all MSUG contracts are fully agreed, signed, and renewed timely is another key role of the Records and Admin Manager.
Important too is the overseeing of the Assets Management Process including, tagging/engravement, movement documentation and ensuring that all MSUG staff are aware of and comply with the assets management policy.
Leadership of a team providing administrative support
Provision of guidance and support to the administration team with clear allocation of duties.
Ensuring all Service providers under Administration department are supported timely and efficiently.
General Office Management and Running
Ensure provision of all office equipment and stationery for use by staff.
Ensure a clean and secure office environment.
Ensure coordination / organize for office meetings/workshops/conferences.
Oversee MSUG visitors’ logistical arrangements are efficiently coordinated.
Manage utility bills and costs.
Ensure accurate allocation and timely disbursement of telecommunication services.
Assets Management
Initiate the acquisition of MSUG Assets based on the organisational needs.
Ensure proper management of assets (engraving, locating, checking/counting etc).
Develop and maintain an accurate MSU assets register.
Notify procurement on assets that are due for disposal.
Records Management
Management of MSUG records from creation through to destruction.
Contract Management
Ensure that all facilities, centre premises and all field office contracts are agreed, filed, and renewed as necessary.
International Travel and Visitors
Logistical arrangements, accommodation, airport transfers, share visitors’ guidelines, answer any questions.
Ensure the international travel register is updated timely and any updates shared with the Administration team.
Security and Safety
Manage Security Incidents and Costs
Ensure that security is provided at MSU offices/premises for both assets and personnel.
Develop clear understanding of the MSUG policies regarding travel and security standards.
Petty cash Management
Ensure compliance with petty cash management procedures maintaining an effective cash flow system and adequate float for smooth running of the organization.
Timely reporting for petty cash reports to the finance department, including petty cash counts before replenishment and at the end of every period.
Proper storage of petty cash.
SERVICES
COMMERCIAL
SERVICES
INDUSTRIAL
SERVICES
RESIDENTIAL
SERVICES
COMMERCIAL
SERVICES
INDUSTRIAL
SERVICES
RESIDENTIAL
SERVICES
COMMERCIAL
SERVICES
COMMERCIAL
SERVICES
COMMERCIAL
SERVICES
COMMERCIAL
SERVICES
INDUSTRIAL
SERVICES
RESIDENTIAL
Strong communication skills to deal with senior colleagues, suppliers, and contractors.
Negotiation skills to persuade senior colleagues to follow agreed record storing guidelines.
Problem-solving and analytical skills to develop an understanding of how your organisation works and build integrated records systems.
Good project management and organisational skills
Good grasp of new technology and adapting to new IT packages and systems
An awareness of information management principles and familiarity with information systems and archives
Attention to detail.
Flexibility to get involved in all aspects of information provision.
Knowledge of current legislation regarding records management
Project Planning
Good knowledge of current records, archives & information management principles and practices
Qualifications and Training (essential/desirable)
Relevant Degree in Business Administration or related discipline is required.
Data and records management skills
Team Player/ People Management Skills.
APPLICATION FOR THIS POSITION MUST BE DONE ONLINE:
Share your cover letter, CV and Academic documents as one PDF.
Include the Job Title as the subject.
Send to jobs@mariestopes.or.ug
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