Senior Administration Officer Job – Makerere University Joint AIDS Program (MJAP)

Job Title: Senior Administration Officer

Organisation: Makerere University Joint AIDS Program (MJAP)

Duty Station: Jinja, Uganda

Reports to: Finance and Operations Manager

About US:

Makerere University Joint AIDS Program (MJAP) is a private-not-for profit Company under Makerere University. MJAP works to build partnerships and strengthen health systems to optimally respond to HIV/AIDS, TB, Non-communicable diseases (NCDs) and other diseases of public health importance in Africa.

Project overview:

MJAP was granted the PEPFAR funding Award for the USAID Local Partner Health Services in the East Central Uganda. Under this activity, MJAP supports public health facilities and their communities in 12 districts that include Bugiri, Bugweri Busia, Buyende, Iganga, Jinja, Kamuli, Kaliro, Luuka, Mayuge, Namayingo and Namutumba; to implement quality Integrated HIV/AIDS and TB services and contribute to the attainment and sustenance of epidemic control. MJAP is looking for competent, passionate, and committed individuals to fill the following positions:

Job Summary: The Senior Administration Officer is responsible for providing oversight and ensuring efficient use of transport, stores, and assets management in line with the Operations guidelines.

Key Duties and Responsibilities:

Regularly review and monitor the implementation of vehicle & motorcycle guidelines in line with the MJAP Standard Operating Procedures and Operations guidelines.

Receive, review documents for payment of vendors for hired vehicles, process payments for vehicle repair bills in line with the Operations and USAID guidelines.

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Monitor the vehicle tracker and the Blanket Purchase Agreements (BPAs) for hired vehicles for USAID LPHS-EC.

Monitor the number of vehicles required by project staff for daily operations and procure or lease additional vehicles as appropriate.

Ensure project-owned vehicles are properly licensed, insured, maintained and repaired.

Monitor vehicle defect & mechanical reporting for all drivers, each report should describe detailed faults that require repairs.

Monitor the fleet management software and report any discrepancies in vehicle usage.

Prepare monthly fuel requisitions and accountabilities through tracking of fuel card utilization for each vehicle and make monthly reconciliation of bills.

Regularly review and monitor the implementation of procedures and guidelines on storage, stock & inventory control, and distribution of supplies and consumable materials to different user departments in line with the Operations and USAID guidelines.

Oversee usage of expendable supplies ensuring that these are expended judiciously and avoiding any stock-outs.

Maintain assets and manage the asset register i.e. regular updating, insurance, disposal planning and proper utilizations of project assets in line with the Operations and USAID guidelines.

Periodically carry out stores and assets auditing to review the reliability and integrity of stock and assets management information & activities and make appropriate recommendations to curb the gaps in line with the MJAP Standard Operating Procedures and USAID guidelines.

Supervise, appraise, support and maintain a motivated team including Stores Officer, Administrative Assistant and drivers through giving constructive feedback, coaching and mentoring, in accordance with the human resources guidelines.

Prepare and submit monthly Fleet & store report to Finance and Operations Manager.

Prepare monthly reports regarding the performance of the fleet and stores section as per the set targets in line with the Operations guidelines.

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Qualifications, Skills and Experience:

• The ideal applicant must hold a Bachelor’s Degree in Business Administration, Transport Logistics or other related field.
• A Post Graduate Diploma in Business Administration is an added advantage.
• At least five years’ experience working in USAID funded project.
• Knowledge in fleet management, Purchasing and Supply and Stores Management
• Demonstrated ability to work in teams
• Excellent interpersonal and written communication skills, particularly as related to report development
• Proficiency with MS Office Suite, with excellent MS Word and Excel skills.

How to Apply:

All Interested and qualified candidates should apply via the email below and submit their cover letters, a detailed curriculum vita and copies of relevant academic documents to: lphsechr@mjap.mak.ac.ug addressed to; The Human Resource Manager, Makerere University Joint AIDS Program (MJAP)

The Application letter, CV and certificates be attached as one document; and should not exceed 5 MB.

MJAP does not charge a recruitment fee or any other fees at any stage of the recruitment process.

MJAP is proud to be an Equal Employment Opportunity employer. We value and seek diversity in our workforce.

Deadline: 9^th December 2022 at 5:00pm