Summary
Date Posted: Tuesday, April 30 2024, Base Salary: Not Disclosed

JOB DETAILS:
The Role
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.

Key Responsibilities
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.

Experience
• 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.

Personal Attributes
Successful performance at MSU is not simply defined in terms of ‘what’ people achieve, but equally is about ‘how’ people go about their jobs and the impact that they have on others. We encourage and expect all team members will demonstrate the following behaviours:
Initiative
• Thinking ahead and taking action to make the most of opportunities by finding the optimum solution

Innovative
• Thinking creatively and outside of the box so that ideas generated create a positive outcome

Effective Communication
• Communicating through active listening and good questioning techniques, using appropriate body language, ensuring information is clear and concise.

Responsive
• Being responsive to changing priorities and demands

Working Efficiently
• Planning, prioritising and organising work to ensure work is accurate and deadlines are met

Sharing Information
• Sharing information and knowledge whilst maintaining confidentiality

Focus on Learning
• Taking responsibility for keeping knowledge and skills updated and for seeking opportunities to develop further

Commitment
• Awareness and understanding of goals, vision and values and how your role impacts on this and going the extra mile to meet role requirements

Driven
• Drive and determination to deliver results

Accountable
• Taking responsibility for appropriate decisions that you make, and the actions and behaviour you demonstrate

Embracing Change
• Openness to embracing change within the organisation and being able to adjust plans/activities accordingly

Motivated
• Motivation towards achieving quality results to maximise potential

Team Player
• Working as part of a team by being supportive, flexible, and showing respect for each other
• Team Member Behaviours

Work as One MS
• You contribute, use, and share accurate data and evidence to improve understanding, insight and decision-making across MS, enabling us to maximise our ability to influence others.
• You share relevant knowledge, expertise and resources to strengthen teamwork and prevent duplication of effort.
• You actively work as part of a team, providing support and flexibility to colleagues, demonstrating fairness, understanding and respect for all people and cultures.

Show courage, authenticity and integrity.
• You hold yourself accountable for the decisions you make and the behaviours you demonstrate.
• You are courageous in challenging others and taking appropriate managed risks.

Develop and grow.
• You seek feedback to enable greater self-awareness and provide the same to others in a way which inspires them to be even more effective.
• You manage your career development including keeping your knowledge and skills up to date.

Deliver excellence, always.
• You strive to consistently meet and exceed expectations, putting clients at the centre of everything, and implement smarter, more efficient ways of performing your role.
• You build and maintain effective long-term working relationships with all stakeholders and are a true MS ambassador.

Leadership (For Leaders only)
• You inspire individuals and teams, through situational leadership, providing clear direction.
• You seek and provide opportunities which motivate team members, helping to develop skills and potential whilst strengthening our talent and succession pipeline.
• You are aware of emerging developments in our sector, demonstrating strategic insight about our clients and business and encourage this in your team.
• You articulate a vision of the future which inspires and excites others.

MSI Values
• Mission driven: With unwavering commitment, we exist to empower women and men to have children by choice not chance.
• Client centred: We are passionate about our clients and dedicate our efforts to delivering agreed objectives to the highest possible quality.
• Accountable: We are accountable for our actions and take responsibility for everything we do to ensure long term sustainability and increased impact.
• Courageous: We recruit and nurture talented, passionate and brave people who have the courage to push boundaries, make tough decisions and challenge others in line with our mission.


Job Experience: No Requirements

Work Hours: 8

Experience in Months:

Level of Education: Bachelor Degree

Job application procedure

Share your cover letter, CV and Academic documents as one PDF.
Include the Job Title as the subject.
Send to jobs@mariestopes.or.ug 
Deadline: 10th May 2024


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