Administration Assistant job at Marie Stopes UG | Apply Now

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 asets timelyand fllowng through for Insurance compensation and or replacements.

• Properly engraved MSUG assets.

• Updated assets register

• Updated Assets incident report shared monthly.

Meetings and Workshops support:

Activities include:

• Together with the front desk Personnel, Organize venues and coordinate the events till closure

• Feedback from the activity owners.

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 month report for petty cash utilization.

• A minimum float of UGX 500,000 maintained always.

• Petty cash report shared with the Administration and Records Manager by 5th of every month.

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 finance office.

• All purchase requests processed within two days upon request.

• All invoices registered and delivered to finance within two days of receipt.

Office Errands

Activities include:

• Courier/Post Office Management-Collect and deliver mails from stakeholders and Posta Uganda, ensuring timely clearance of all required fees

• Effective operate the MSUG Motorbike, ensuring traffic compliance to support programme errands around Kampala.

• Courier/Post office mails picked and delivered on time.

• General Security and Reporting

Activities :

• All reported incidents 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

• Up to Date incident log at all times

• Timely servicing of equipment

• All reported incidents followed up to closure.

• Timely repairs of any damages

• Ensure all office printers are replenished and serviced timely

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.

• Office key register up to date.

• Any incidents reported timely.

• Ensure there are measures in place for office access.

• Timely opening of the offices in the morning.