Organization: Uganda Local
Governments’ Association (ULGA)
Duty Station: Kampala, Uganda
Reports to: Manager
Finance & Administration
The Uganda
Local Governments’ Association (ULGA) is an Association for Local Governments
in Uganda that was formed in 1994 with the mandate to unite Local Governments,
and provide them with a forum through which to come together and give each
other support and guidance to make common positions on key issues that affect
Local Governance. ULGA carries out this mandate through lobbying, advocacy and
representation of Local Governments at local, National and International fora.
Its ultimate goal is to promote and build Democratic and Accountable Local
Governments capable of delivering Efficient and Sustainable Public Services to
the people of Uganda. Our current strategic focus is in the areas of lobbying
and advocacy; institutional strengthening; increasing services to members and
facilitating local economic development.
Job Summary: The Operations/Administration Officer will
support the Manager Finance & Administration in the provision of administrative
support to ULGA’s Secretariat and ensure effective maintenance of its facilities
in order to support the Association’s activities.
Key Duties and Responsibilities:
1.
Coordinate the planning and implementation of ULGA’s Facilities Management
initiatives in line with relevant laws and ULGA’s policies:
·
The incumbent will develop and lead the
implementation of ULGA’s facilities Management strategy in line with ULGA’s
organizational strategy
·
Charged with planning and ensuring effective
maintenance of ULGA’s premises in line with the approved facilities management
plan
·
Participate in the preparation and management of the
administration budget
·
Ensure that the premises have adequate utilities and
present the Utility bills to the Directorate of Finance for payment
·
Coordinate, monitor and periodically report on the
performance of the services provided at the ULGA facilities (e.g. Cleaning,
sanitary, catering/ kitchen, landscaping/gardening etc.)
·
Ensure that all ULGA work environmental issues are
adequately planned for and implemented in line with the facilities management
plan (e.g. energy saving, recycling, space management, health, safety,
equipment use etc.).
2.
Setup, monitor and coordinate security initiatives for ULGA’s secretariat
premises:
·
Coordinate security or its enforcement for ULGA, and
advise ULGA management on security enforcement procedures/ policies.
·
The incumbent will also coordinate security and
support for special events and train ULGA staff on basic security requirements
and protocol.
·
Manage the outsourced security staff/ team in line
with ULGA’s security policy
·
Keep safe custody and provide security of the ULGA
secretariat’s equipment, keys in line with the ULGA Security guidelines
·
The job holder will also develop and implement
mechanisms for security incident monitoring, tracking, reporting and management
in line with ULGA’s security policy
3.
Contribute to the development, review of and monitoring of the ULGA
Administration – related policy:
·
Bench mark best practices and comparator
organizations’ policies, document and draw lessons and recommend improvements
to ULGA’s administration function for management actions
·
Coordinate and monitor the review, development and
implementation of various administration policies and procedures to cover the
policy needs/gaps
·
Keep track of, and disseminate updates on policies,
procedures, guidelines and other Administration-related information to staff
·
Maintain an up-to-date status report on all ULGA
administration-related assets (including running costs, staff use etc.)
4.
Develop, appraise, support and maintain a competent& motivated team through
giving constructive feedback, coaching and mentoring in accordance with the
human resources manual:
·
Set, agree and document performance targets and periodically
monitor and review the performance of
the OPS/Admin staff against targets, recommending necessary management action
·
Provide coaching and mentoring of unit staff in line
with ULGA’s HRM.
·
Prepare agree and communicate the team’s leave
schedule to HR.
·
Facilitate Induction process of new staff in the
unit as well as the ULGA Secretariat (in administrative issues) according to
the ULGA HR Policy and Procedures.
·
Set up an enabling environment for staff performance,
recognition and reward.
5.
Provide administrative support/ backup to the department in line with
instructions from the supervisor/ line manager:
·
Manage the operations of the registry to ensure
adequate filling and storage of records to facilitate quick retrieval
·
Actively monitor document movement, set up
guidelines and provide advice to the Front Desk and Procurement Assistants on issues
related to their work
·
Keep safe custody of ULGA’s sensitive documentation
and track their movement 4. Provide administrative support to officers in
organising meetings e.g. by providing refreshments, meeting rooms etc.
6.
Oversee the implementation of the secretariat’s HR function in line with the
ULGA Strategy and HR Manual:
·
Oversee the implementation of ULGA’s HR Policy and
its revision
·
Manage the implementation of performance management
for all staff of ULGA and provide consolidated annual Performance management
reports
·
Coordinate the induction of new staff and re
orientation of old ULGA staff in line with the HR Policy
·
Support the recruitment of staff and on-boarding in
ULGA in line with the ULGA HR Policy
·
Keep an up to date leave tracking system and provide
monthly updates (with payroll) on leave status for all ULGA staff
·
Compile the monthly ULGA payroll and submit to the
accountant for verification and subsequent approval
·
Manage and account for the implementation of ULGA’s
staff welfare practices in line with the ULGA HR Policy
·
Keep track of and report on ULGA’s compliance with
statutory requirements and all relevant employment laws
Qualifications, Skills and
Experience:
·
The applicant for the Operations/Administration
Officer job opportunity should hold a Degree in Business Administration, HRM,
BA Arts, Organizational Psychology, Social Sciences, Commerce, BBA, or relevant
field
·
At least three years’ practical experience in HR and
Administration (for Degree holders) and five years’ practical experience in HR/
Administration (For Diploma Holders)
·
Prior exposure and experience in implementing and
monitoring Electronic Document Management Systems and use of HR Information
Systems
·
Previous experience of working in multi-cultural
environment
·
Basic knowledge of Labour Laws, Tax laws, Estate
Management Laws, Regulations and practices in Uganda
·
Working knowledge and understanding of Human
Resources, Administration and Office practice
·
Broad knowledge and understanding of Office security
management
·
Working knowledge of Occupational Health and Safety
requirements of the Uganda Labour Laws as well as standards.
·
Strategic thinking skills
·
Excellent analytical and report writing skills
·
Presentation and oral communications skills
·
Excellent planning, organisation, time management,
and coordination skills
·
Fluency in written and spoken English
·
Organisational awareness and service orientation
·
Computer literacy skills i.e. Proficiency in MS
Office
All suitably
qualified and interested candidates should send a copy of their updated CVs
with a cover letter indicating three professional referees, two of whom should
have been direct supervisors to: ulgajobs@gmail.com
Drop your
application at our offices at:
Block 13, Plot
136, Najjanankumbi, Entebbe Road,
Uganda Local
Governments Association,
P.O. Box 23120,
Kampala, Uganda.
Deadline: 27th November 2015
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