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Tuesday, September 11, 2018

Office Manager Job at JSI - Career Opportunity in Uganda

Vacancy title:
Office Manager 

Jobs at:

Deadline of this Job:
September 21st, 2018. 

Duty Station:
Kampala, Uganda 

Date Posted: 10th September 2018 , Base Salary: Not Disclosed , Employment Type: Full-Time 


About the Company
John Snow, Inc. (JSI), a leader in the field of international public health, is currently recruiting for a various position for the USAID-Regional Health Integration to Enhance Services-North, Lango (USAID-RHITES-N, Lango) Project. USAID-RHITES-N, Lango will improve the use of integrated health services in Northern Uganda’s Lango region and strengthen the health system to sustain gains made by earlier projects. USAID-RHITES-N, Lango will contribute to improving key population-based national health indicators; build the capacity of the Ugandan government to carry out a sustainable and locally-driven response to the HIV epidemic, while also improving TB, malaria, nutrition, MNCH+A, and WASH outcomes. JSI will work with Ugandan stakeholders to design and implement health system strengthening strategies to scale up high-impact, evidence-based interventions at the national, sub-regional, district, and community levels. Interventions will include VMMC, virtual elimination of mother-to-child transmission of HIV, antiretroviral therapy, and condom education and distribution. JSI will focus where the greatest impact can be realized, with a priority on hard-to-reach and high-HIV-prevalence locations. RHITES-N, Lango is a five-year contract. The JSI team includes Amref Health Africa, Doctors with Africa CUAMM, Another Option, and Medical Concierge Group.

Job Title: Office Manager
Report to: Human resource Manager
Contract terms: Fixed Term

Primary responsibilities and duties
  • Manage day-to-day office operations;
  • Coordinate the procurement of materials, supplies and equipment for the office. Receive all NXP procured, ensure that they are engraved, distributed to end users, and that the Inventory Log is complete, up to date and that all NXPs are managed as per JSI and USAID policies;
  • Manage and oversee JSI’s registration in Uganda and ensure compliance with company registration requirements;
  • Ensure JSI’s Operations Manual is up-to-date and policies understood and followed by staff;
  • Oversee office upkeep in terms of needed repairs and daily cleaning;
  • Ensure that staff are well set up and comfortable in the office and surrounding premises;
  • Manage the office storage system including detailed record keeping of inventory levels, and monitoring of use by staff as appropriately required;
  • Coordinate all logistical support for staff and consultants including office set ups, hotel accommodations and conference bookings;
  • Liaise with travel agents to obtain reservations and tickets for all project related in – country and international travel;
  • Coordinate with staff to create and maintain administrative files for the office, keeping them consistent and in an orderly manner;
  • Create and manage JSI welcome packages for visitors;
  • Prepare and manage welcome materials for new staff including: orientation package, staff ID cards, business cards, office keys, and colleague contact information;
  • Produce and track all Mission travel concurrence requests and approvals;
  • Serve as a liaison with office landlord, assisted by the Director of Finance & Administration and / or the Chief of Party, when necessary;
  • Manage various service contracts in coordination with the Director of Finance & Administration for the office, including security, drinking water supply, generator maintenance, etc;
  • Responsible for communicating with appropriate authorities regarding obtaining the VAT tax exemption certificate
  • Undertake any other responsibilities, tasks or activities as required by the Director of Finance & Administration.
Desired Qualifications:
  • First Degree in Business Administration, Public Administration or related field, with at least 7 years of office management experience in an international organization or multinational company;
  • Experience in inventory management;
  • Strong critical thinking, problem-solving and supervisory skills;
  • Excellent written and verbal English skills;
  • Strong communication and interpersonal skills.
  • Experience working with an international NGO preferred;
  • Ability to deal appropriately with sensitive issues and maintain a high level of confidentiality at all times
Job application procedure
Interested candidates who meet the above requirements, should send their applications by email to addressed to the Human resource Manager attaching their application letters and CV to not later than September 21st, 2018. JSI is an equal opportunity employer so women are encouraged to apply.