Job Title: Administration Manager
Organisation: Reach Out Mbuya Community Health Initiative (ROM)
Duty Station: Kampala, Uganda
Reports to: Director of Operations
About US:
Reach Out Mbuya Community Health Initiative (ROM) is a Faith and Community-based organization providing holistic care to extremely vulnerable people living with HIV/AIDS. ROM holistically focuses on the body, mind, family, and community wellbeing.
Job Summary: ROM is looking for an experienced Administration Manager to supervise daily support operations and plan the most efficient administrative procedures. You will lead a team of professionals to complete a range of administrative duties in different functions. A great administration manager has excellent communication and organizational skills; will be well-versed in departmental procedures and policies and able to proactively discover new ways to do the job more efficiently.
As a senior management team member, will;
- Develop and lead the execution of the ROM administration strategy and budget that includes providing procurement and logistics oversight, managing workspaces, fleet, security, inventory, and assets
- Plan and coordinate administrative procedures and systems devising ways to streamline processes and keeping abreast with ROM operations developments.
- Continuous development, management, and performance assessment of administrative staff to ensure optimal efficiency of administrative functions.
- Prepare monthly department reports for the Directorate of Operations SMT submissions.
Key Duties and Responsibilities:
Procurement Oversight
- Keenly check all relevant procedural compliance while reviewing and approving all procurements.
- Ensure a transparent pre-qualification of potential suppliers plus procurement process at all times,
- Guide the procurement function in the forecasting of procurement needs.
- Ensure value-for-money procurements for efficient operations and maintenance of good supplier relationships.
Administration
- Allocate workspace, oversee facilities services, and maintenance activities, and organize and supervise other office activities (e.g., recycling and waste disposal, renovations, event planning etc.)
- Align the administration functions to the realization of ROM strategic objectives establishing effective controls that drive ethical work practices.
- Conduct regular administration risk identification and assessments proactively recommending mitigating plans to address identified risks.
- Lead the development of administration policies and procedures, awareness to all staff plus enforcement of the same.
- Monitor inventory of office and facilities supplies and the entire procurement processes with attention to budgetary constraints and compliance requirements.
- Enforce the safety of staff at workplaces, and establish security protocol for equipment and supplies/inventory, assets, keys, facilities, properties etc.
IT
- Lead the continuous development of the ROM digital strategy
- Ensure ethical use and safety of Organization property.
PR & Communication
- Ensure effective flow of information within ROM to facilitate smooth operations
- Monitor brand visibility and ROM impact publicity.
- Establish and track stakeholder feedback mechanisms.
Qualifications, Skills and Experience:
- The applicant must hold a BSc/BA in business administration or relative field
- Possession of a Master’s degree or professional certification in a relevant field is an added advantage.
- Proven experience in an administration role at a senior level in a sizeable operation – minimum 5 years
- In-depth understanding of office management procedures and relevant functions best practice policies & procedures and regulatory requirements.
- An analytical mind with problem-solving skills
- Excellent organizational and multitasking abilities
- A team player with leadership skills
How to Apply:
All candidates should send a cover letter and updated CV/resume with 3 professional referees in PDF as one document. Both Cover letter and CV/Resume must not exceed 4 pages. Please send your application to the Human Resources Manager through the email: jobs@reachoutmbuya.org with the position applied for as the Email Subject. No need to attach other documents at this level.
Note:
- ROM is an equal-opportunity employer committed to having a diverse workforce and does not charge a recruitment fee at any stage of the recruitment
- Any Form of lobbying or canvassing will lead to automatic disqualification.
- Only shortlisted Candidates will be contacted for interviews.
- Applications beyond the deadline will not be considered.
- ROM is committed to the principles of safeguarding at the workplace and does not tolerate any form of abuse, discrimination, or harassment.
Deadline: 3rd November 2023 by 5:00pm