Administrative Jobs at Deposit protection Fund of Uganda and among other companies

JOB DETAILS:
Position: Officer Operations
Grade: Officer
Reports To: Manager/Assistant Manager Of Operations
Direct Reports: None.
Job Purpose:
1. To compute, bill and collect insurance premiums from contributing institutions on behalf of the Fund.
2. To conduct onsite Inspections of Contributing Institutions.
3. To ensure the Fund pays out the protected deposits in the event of initiation of bankruptcy or liquidation procedure over a Contributing Institution, in compliance with the law governing bankruptcy and liquidation.
4. To consistently interact with appointed liquidators and maintain full accounts and other records of all transactions relating to the liquidation and recoveries process if the Fund is appointed as liquidators.

Key Responsibilities:
1. Computation of premiums and submission of invoices to Contributing Institutions.
2. Participates in the development of technology-based systems to process depositor information for an accurate and prompt payout process.
3. Preparation of quarterly reports on the Funds business.
4. Conduct onsite inspections of Contributing Institutions.
5. Develop professionally written policy and procedure proposals that articulate the Fund’s value proposition.
6. Oversees and coordinates the payment of claims.
7. Maintains full accounts and other records of all transactions relating to the liquidation and recoveries process in the event the Fund is appointed as a liquidator.
Duties:
1. Calculates Premiums (Annual and Risk-Adjusted) and submits invoices to Contributing Institutions promptly.
2. Calculates, prepares, and advises contributing institutions of penal interest rates on premiums which are untimely paid.
3. Ensures timely collection of incomes from Contributing Institutions.
4. Participates in the issue of guidelines or regulations to ensure that Contributing Institutions provide accurate deposit liability records, within a specific timeframe, for aggregation of depositors’ funds and when required by law or regulation (i.e. a “Single Customer View (SCV)”.
5. Monitors and tracks the financial performance of contributing institutions.
6. Reviews depositor records at all times and undertakes preparatory reviews of deposit liability records to ensure prompt and accurate reimbursement of insured deposits.
7. Participates in conducting on-site examinations of Contributing Institutions.
8. Proposes systems, processes and procedures to eliminate impediments to prompt reimbursement e.g review and possibly eliminate any inefficient or counterproductive regulations applicable to the deposit insurance reimbursement process.
9. Participates in the development of technology-based systems to process depositor information systematically and accurately and prompt disbursement of depositors’ claims.
10. Coordinates audits of the Operations division’s processes.
11. Participates in the development and review of all policies and manuals of the operations division.
12. Participates in regular contingency planning and simulation exercises to test the operational readiness of the Fund in carrying out reimbursements.
13. Drafts clear communications for the payment methods and timing for payments to depositors as part of a comprehensive communications strategy to manage public expectations.
14. Participates in monitoring and drafting reports on the collection of receivables from debtors and manages assets of the liquidation debtor with due care and diligence.
15. Draws up draft contracts for the sale of property of the liquidation debtor.
16. Participates in drawing up the draft closing liquidation balance sheet.
17. Participates in the preparation of reports on the operation of the liquidation process.
18. Coordinates activities between a liquidator of contributing institutions and the Fund following legal regulations.
19. Co-ordinate, liaise and assists both the internal and external auditors on matters relating to the Operations Division
Expected Outputs:
1. Computation of premiums and penal interest.
2. Efficient and effective Depositor payouts process.
3. Payment of claims.
4. Efficient and effective liquidation processes.
5. Onsite Inspections of Contributing Institutions.

Competencies:
Technical Competencies
1. Knowledge of accounting software.
2. Taxation and fiscal accounting.
3. External funds accounting.
4. Financial reporting and analysis.
5. Debt management.
6. Payables and receivables accounting.
7. Book-keeping and book-closing.
8. Insurance and risk management.

Behavioural Competencies
1. Accountability and Dependability: Takes personal responsibility for the quality and timeliness of work and achieves results with little oversight.
2. Transparency and Integrity: Earns others’ trust and respect through consistent honesty and professionalism in all interactions.
3. Team spirit and collaboration: Promotes cooperation and commitment within the team to achieve the Fund’s organizational goals and deliverables; Builds constructive working relationships characterized by a high level of acceptance, cooperation, and mutual respect
4. Adaptability and Flexibility: Adapts to changing needs, conditions, and work responsibilities.
5. Self-Management and thoroughness: effectively manage own time, priorities, and resources to achieve goals.
6. Ensures that work is complete and accurate and independently follows up with others to ensure that agreements and commitments have been fulfilled.
7. Communication: Shares and receives information using clear oral, written, and interpersonal communication skills.
8. Stress Tolerance/tact: Maintains composure in highly stressful or adverse situations, and diplomatically handles challenging or tense interpersonal situations.
9. Employee Engagement and enthusiasm: Demonstrates commitment to the job, colleagues, the Fund, and its mission by acting in ways that further the accomplishment of its goals.

Minimum Qualifications and Experience:
1. A First Class of Upper Second-Class degree in accounting, finance, economics, or other related fields is essential.
2. No experience for an officer is required.
3. Professional accounting certification in Certified Public Accountant (Uganda), ACCA or related fields is an added advantage.

JOB DETAILS:
Title: Office Attendant
Grade: General Services
Reports To: Senior Officer/Officer Administrative Services
Direct Reports: None
Job Purpose:
Provide office catering support activities and preliminary information to people visiting the Fund premises.

Responsibilities:
1. Food and beverage preparation for events and activities such as meetings and workshops. Including setting up, decorating, and preparing serving and dining areas according to specific directions and layout plans.
2. Thorough cleaning and sanitization of tableware, food, and supplies. All food and supplies are to be safely and hygienically stored and prepared before and after every event.
3. Tracking food and beverage inventory, while maintaining records of relevant stock and supplies.
4. Notes and advice on any damages or catering items to be replaced.
5. Ensures that the pantry/kitchen and service areas are clean and tidy.
6. Ensures cleanliness and replenishment of serving machines and points.
7. Prepare or take catering orders as and when possible.

Competencies:
Technical Competencies
1. Must be familiar with health and cleanliness standards for food preparation and presentation.
2. Exceptional English language proficiency.
3. A highly professional look and attitude for a very visual position.
4. Familiarity with a variety of food types, menus, recipes, and general aesthetics and food presentation.
5. Excellent time management skills and ability to work in high-pressure situations.
6. A keen eye for detail.
7. Minimal computer skills to fill out templates, budgets, and order forms.

Behavioural Competencies
1. Accountability and Dependability: Takes personal responsibility for the quality and timeliness of work and achieves results with little oversight.
2. Transparency and Integrity: Earns others’ trust and respect through consistent honesty and professionalism in all interactions.
3. Team spirit and collaboration: Promotes cooperation and commitment within the team to achieve the Fund’s organizational goals and deliverables; Builds constructive working relationships characterized by a high level of acceptance, cooperation, and mutual respect
4. Adaptability and Flexibility: Adapts to changing needs, conditions, and work responsibilities.
5. Self-Management and thoroughness: effectively manage own time, priorities, and resources to achieve goals.
6. Ensures that work is complete and accurate and independently follows up with others to ensure that agreements and commitments have been fulfilled.
7. Communication: Shares and receives information using clear oral, written, and interpersonal communication skills.
8. Stress Tolerance/tact: Maintains composure in highly stressful or adverse situations, and diplomatically handles challenging or tense interpersonal situations.
9. Employee Engagement and enthusiasm: Demonstrates commitment to the job, colleagues, the Fund, and its mission by acting in ways that further the accomplishment of its goals.

Minimum qualifications and experience
1. A ‘level certificate of its equivalent is essential.
2. Certification in hotel and institutional catering or its equivalent is essential.
3. 3+ years of experience in catering, or hospitality is essential.
4. Ability to work well in fast-paced environments, organized, efficient, and have strong communication skills.
5. The ability to respond to difficult problems effectively and with a calm demeanour to resolve hospitality issues for events.

JOB DETAILS:
Overview
Main role and Responsibilities
The Administrative Assistant is responsible for day-to-day administration of the project activities and facilitating the efficient operation of the project by performing the following clerical and administrative tasks.
Key specific responsibilities
• Planning and coordination of project meetings including preparing agendas and meeting minutes thereof.
• Coordinating and scheduling travel, meetings and appointments for project staff.
• Tracking the project budget including initiating requisitions and working with the finance team to ensure proper accountability of advanced funds
• Keeping proper records of all information related to the project.
• Ensuring that all project logistics (materials supplies and equipment) are available at the right time and in the right quantities.
• Maintaining office supplies and coordinating maintenance of office equipment.
• Responding to and resolving administrative inquiries and questions.
• Support data collection, data analysis and report writing for the project
• Perform any other duties that may be assigned by the Team Lead.

Qualifications and desirable Qualities
• Suitable applicants must possess a relevant first degree in Business Administration, Bachelor of Science, Bachelor of Arts or any other related disciplines, with at least one year of working experience.
• He/she should have knowledge and skills in project administration, and Microsoft Office.
• Experience with managing US Mission grants / projects or other donor funded projects is an added advantage.

JOB DETAILS:
Job Purpose:
The Admin Associate is responsible for effective delivery of administrative services, transparent utilization of resources and supports the management of the CO Operations Unit. He/she analyzes and interprets the admin rules and regulations and provides solutions to a wide spectrum of complex administrative, logistical and travel issues.
He/she delivers quality services in administration to internal and external clients mastering all relevant rules, guidelines, processes and procedures. He/she promotes a collaborative, client-oriented, results-focused approach to interpreting the rules, procedures and guidelines in service of the country programme, providing support and guidance to the Country Office and UNFPA-supported projects. This Admin Associate supervises the work of sub teams in (1) Logistics, (2) Fleet Management & Reception and (3) Travel & Protocol.

You would be responsible for:
A. Effective General Administration
• Adapts processes and procedures, anticipates and manages operational requirements of programme/project inputs under national execution in terms of personnel, sub-contracts, equipment, fellowships, study tours and other programme and project related events to facilitate programme/project delivery.
• Prepares and monitors the administrative budget and ensures activities are in accordance with UNFPA rules and procedures. Proposes procedures to improve internal controls.
• Implements corporate systems and applications in support of country office operations, including assets, vehicles and premises management; creates systems and mechanisms for effective management of UNFPA resources required for NEX, and advises and trains project staff in NEX procedures. Maintains continuous and accurate/up-dated flow of information between Country Office and HQ.
• Serve as escalation point or support for issues of logistics, fleet management & reception, as well as Travel and Protocol across the CO
• Adapt processes and procedures to maximize effectiveness and efficiency in admin operations and management
• Ensure full compliance relevant UN rules, regulations, policies and strategies; implementation of the effective internal control, proper design and functioning of the administrative management systems.
• Continuous analysis and monitoring of the admin situation, presentation of forecasts for development and management projects.
• Facilitate effective budget management of office resources; elaborate proper mechanisms to eliminate deficiencies in budget management.
B. Effective Logistics Management
• Oversee the effective staffing and supervision of Logistics function in the Operations Unit
• Oversee logistics and management of scheduled upcoming missions and international meetings, including VIP protocol arrangements for high-level officials.
• Ensure logistical support to meetings, conferences and workshops are provided from the operations unit and secretarial support during the meetings are adequately catered for.
• Oversee development of logistics protocols and effective application of UNFPA polocies and procedures on logistics management.
• Coach, supervise and appraise performance in the logistics function
• Routinely monitor exception reports for unusual logistics activities and investigate anomalies or unusual transactions. Informs management of the results of the investigations.
• Supervise delivery of effective and efficient logistical support services to UNFPA’s staff and clients across the country.
C. Fleet Management and Reception Services
• Ensure policies, guidelines and procedures are adapted for the effective maintenance of the fleet of vehicles for UNFPA Uganda.
• Ensure effective maintenance of vehicles records, logs official trips, etc.
• Ensure cost-savings through proper use and maintenance of vehicles
• Develop and maintain systems for effective documentation, registrations, insurance, and related needs of the fleet of vehicles
• Ensure all statutory and legal formalities are adhered to
• Ensure effective staffing of the reception of UNFPA CO and related reception services are provided to staff.
• Oversee the provision of services including filing, photocopying, mailing and distribution of newsletters and publications, telephone and utilities; and maintenance of stores
• Receive and process/manage escalation of issues in fleet management and reception services
D. Travel and Protocol
• Develop and adapt relevant rules, policies and procedures for travel and protocol services in the CO
• Ensure compliance by all staff with rules, policies and procedures for travel set by UNPFA
• Ensure a seamless experience is delivered for internal and external clients on issues of visa, travel documentation, tickets, hotel bookings and related protocols
• Oversee the work of the Travel and Protocol Associate and Fleet Assistant in ensuring effective transport coordination, immigration services, security and related protocol services.
• Oversee the processing of related travel authorizations
E. General Support
• Stand-in for other team members on selected functions as may be required.
• Carry out any other duties as may be required by UNFPA leadership.

Qualifications and Experience:
Education:
• Completed Secondary Level Education required.
• First level university degree is desirable in business administration, public administration, information technology, economics or related field is preferable.
Knowledge and Experience:
• Seven years of relevant experience in administration, finance or office management.
• Relevant experience in providing administrative management services
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages, experience in handling of web based management systems and ERP financials, preferably PeopleSoft;
• Experience in Fleet Management, Travel Management or Logistics is an added advantage
• A thorough understanding of the UN system in general, and especially UNFPA mandate, its policies and operations and current development topics and political issues in Uganda will be an added advantage
• Demonstrated ability to work in a team
Languages:
Fluency in English; knowledge of other official UN languages, preferably French is desirable.

Required Competencies:
Values:
• Exemplifying integrity,
• Demonstrating commitment to UNFPA and the UN system,
• Embracing cultural diversity,
• Embracing change
Core Competencies:
• Achieving results,
• Being accountable,
• Developing and applying professional expertise/business acumen,
• Thinking analytically and strategically,
• Working in teams/managing ourselves, our relationships, and others
• Communicating for impact
Functional Skill Set:
• Advocacy/Advancing a policy-oriented agenda
• Implementing management systems.
• Business acumen and ability to multi-task and balance competing priorities.
• Leveraging the resources of national governments and partners/ building strategic alliances and partnerships
• Delivering results-based programmes
• Technical Understanding of the areas of work
• People Management and Leadership
• Managing financial processes
• Proficiency in current office and multimedia software applications