Makerere University Joint AIDS Program Senior Administration Officer, Jinja Jobs in Uganda

Makerere University Joint AIDS Program Senior Administration Officer, Jinja Jobs in Uganda

Makerere University Joint AIDS Program (MJAP) was established in 2004 and is registered as a private not-for profit Non-Governmental Organization (NGO) of Makerere University. MJAP’s mission is to
strengthen health systems to optimally respond to HIV/AIDS, TB, and other diseases of public health
importance in Africa.

Since 2004, MJAP has championed the implementation of comprehensive HIV and TB prevention, care
and treatment programs in Ugandan districts, health facilities and communities, capacity building for interprofessional HIV service delivery; and implementation research for HIV, TB/HIV, and non communicable HIV related conditions.

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.

Reports to: Finance and Operations Manager

Supervises: Administration Assistant, Administration Assistant-Stores and Drivers.

Location: Jinja office

Job Purpose

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.

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.

Minimum Requirements & Academic Qualifications

A Bachelor’s Degree in Business Administration, Transport Logistics or other related field.

A Post Graduate Diploma in Business Administration is an added advantage.

5 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

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), not later than 9th December 2022 at 5:00pm.

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

For more information and job application details, see: Makerere University Joint AIDS Program Senior Administration Officer, Jinja Jobs in Uganda

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