Administrative Coordinator

Management Sciences for Health (MSH)

Job Summary

The Administrative Coordinator provides Front Desk and general administrative support and works closely with the Operations Officer to ensure a smooth flow of Office Operations. S/he ensures timely information flow from external and internal clients to respective recipients both over the telephone system and physically appearing to clients mindful of the image of MSH and management of the consumable goods and stationery store

  • Minimum Qualification: Bachelor
  • Experience Level: Mid level
  • Experience Length: 2 years

Job Description/Requirements

Deadline of this Job:

27 January 2022  


Duty Station:

Within Uganda , Kampala , East Africa


OVERALL RESPONSIBILITIES:

The Administrative Coordinator provides Front Desk and general administrative support and works closely with the Operations Officer to ensure a smooth flow of Office Operations. S/he ensures timely information flow from external and internal clients to respective recipients both over the telephone system and physically appearing to clients mindful of the image of MSH and management of the consumable goods and stationery store. S/he will support assigned HR tasks.


SPECIFIC RESPONSIBILITIES:

1. Administrative Support (70%)

Managing the front desk, attending to MSH internal and external clients, providing required information, channeling clients to the required services/ relevant teams. Attends to incoming and outgoing telephone calls and directing them to the respective destinations. Receive, verifying and route invoices to accounts for payment from vendors. Replenishing and ensuring that staff have operational supplies/stationery required for their daily office work (ensuring sufficient printing paper at copier/printer points, notebooks, and tooled desk organizers as required by staff) Support meeting schedules, ensure timely setup, working with the IT staff for required equipment and with cafeteria for required refreshments (tea, meals, supplies etc) Replenishing and ensuring that staff have materials/stationery required for their daily activities (notebooks, and tooled desk organizers). Ensuring that the centralized printers and photocopiers always have paper supplies /consumables and reporting malfunctioning cases to IT/ supervisor Receiving and recording all incoming correspondences and channeling them to the respective offices or individuals Overall responsible for office opening/closing and ensuring that the office building is secured at the end of day, or s/he informs/assigns another staff with required credentials where s/he is not available. Ensure garbage is collected from office premises whenever due and that the premises are maintained clean and organized, working through the cleaner’s supervisor.


2. Store management (Consumable goods and Stationery (20%)).

Receiving and verification of all items delivered by the service providers, storing of items in an order of First In – First Out to avoid expiries. Issuing of items as requested by the users through the requisition book and keep well update stock records (stock cards). Forecasting and replenishing of consumable goods and stationery to avoid stock outs. Participating in store management duties as assigned (including receiving items, issuing, stocking taking/verification and others). Maintaining a well organized and clean consumable goods store.


3. Assist in preparation of invitations to workshops/trainings participants in accordance with the MSH procedures, with particular attention to ensure adherence to policies on allowances (10%)

Conduct the Anti-Terrorism Clearance Verification Process for events’ participants, venues, and related service providers, Support the Administrative Officer with the availability of materials, including stationery, printed materials, branded materials, name tags, all arranged and packaged in an appropriate manner, for training activities.


Minimum Degree in Office Management, Business Administration, or related discipline At least 2 years’ experience working in a busy environment with front desk, stores management, workshops/training procurement support. Computer literacy and proficiency with word processing applications especially Microsoft Excel and Word Excellent communication skills. Good command of English language and ability to work in multi-cultural settings. Excellent interpersonal skills – able to build good working relationships. Ability to share knowledge and experience Demonstrates a willingness to learn and widen his/her skills A pleasant personality with initiative, good interpersonal / communication skills Willing to perform any other duties as may be assigned from time to time.

MSH is an equal opportunity employer and will not discriminate against any employee or applicant for employment on the basis of race, color, sex, sexual orientation, gender or gender identity, religion, creed, citizenship, national origin, age, veteran status, or disability unrelated to job requirements. MSH will take affirmative action to ensure that qualified applicants are employed and that employees are treated without regard to their race, age, color, religion, sex, sexual orientation, gender identity, national origin, veteran and disability status.


How to apply.

Click on the 'Apply Here' section to be redirected to the application portal.


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