Summary
Date Posted: Thursday, July 14, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
REF: TS/HR/ PMGT/21
Classification : Contract, Full time
Reports to: DREAMS Manager
Salary: Commensurate with training and experience
Duty Station: LPHS Ankole Mbarara Cluster
Directly Supervises: None

Main Purpose of the Job: To take charge of the day today office administrative operations at TASO Regional Project and Cluster offices. He/she will provide technical guidance and support to the supervised staff on all administrative issues

Key Outputs
• Departmental periodic plans and budgets developed
• DREAMS inventory and assets managed
• Security for DREAMS logistics and offices premises ensured
• Health and safety at work place promoted
• Office management and logistical support provided
• Effective utility management ensured
• Effective and uninterrupted communication channels within staff and partners facilitated
• DREAMS fleet management supervised and systems supported
• Administrative staff and service providers supervised
• Contracts and estates managed
• Renovations and office accommodation logistics carried out

Key Duties and Responsibilities
• Develop an annual work plan and budget for Administration
• Review and reconcile budgets to ensure that all administrative issues are taken care of before presentation to Finance
• Engrave assets and ensure that they are in good mechanical and usable conditio
• Insure all assets under Electronic the electronic equipment policy and all buildin
• Follow up on loss and replacement and compensation of assets
• Asset verification of assets and inventory and maintain an updated Assets Register
• Allocate office space and assets to staff and provide office requirements to staff
• Review and negotiate for all tenancy agreement renewals and ensure that all rents and rates are paid
• Act as a liaison between property managers and management
• Update and draft of MOUS and tenancy agreements for all TASO buildings which are tenantable
• Oversee the security, maintenance and repairs of all the equipment and premises of TASO Masaka Region.
• Ensure a clean and conducive working environment for all staff in line with the Occupational Health and Safety Guidelines
• Coordinate purchase of office supplies and ensure that they are procured in time
• Process timely payments for suppliers for items under administration
• Reconcile and process payments for network and airtime service providers on a monthly basis and ensure that there are functional photocopying services at all time
• Reconcile and process monthly utility payments
• Supervise, coach and mentor staff under direct supervision
• Carry out staff development needs assessment and set performance expectations, support, manage, supervise staff and evaluate their performance annually in line with the performance management guidelines annually.
• Provide general supervision of fleet, recommend fleet for grounding, follow up on timely repairs and service of vehicles
• Follow up on contracts for fuel service providers and ensure that all tenancy/service contracts under Administration are up to date.
• Review monthly fleet management report and make global fleet analysis reports for management decisions
• Analyse fleet maintenance reports on a monthly basis to inform decision making.
• Coordinate minor renovations at TASO premises

Person Specification: Project Assistant
Minimum Academic Qualifications: Bachelors in Social Sciences, SWASA, Public Administration and
Development Studies. Related qualification in fleet or logistics management will be an added advantage

Additional Training
• Training in Public Administration OR Management Studies
• Finance for Non-Finance Managers
• Assets Management
• Contracts Management

Required Experience and Exposure: Five (5) years of administration work at a supervisory level

Key Skills
• Administrative skills
• Interpersonal skills
• Communication skills
• Computer skills

Other Qualities/Attributes: Integrity, Honest and Self-respe

Work Hours: 8

Experience in Months: 60

Level of Education: Bachelor Degree

Job application procedure
Only qualified candidates who meet all the above requirements are invited to submit their resume, copies of certified academic certificates, testimonials and three referees, two of who should be the present employer / immediate supervisor or last employer if unemployed, or any other if it is the first employment being applied for. None of the referees should be a relative, friend or business associate. All referees' designations should be stated and contact details included i.e. physical address, telephone/ mobile numbers and email contacts.

Note:
• All interested candidates MUST fully fill the TASO Online Job Application Form, scan and save all the relevant documents in one folder and forward only online applications with the relevant credentials on the Online Application Form
• TASO does not receive applications via social media especially NOT Facebook or WhatsApp
• TASO does not use an Agency to recruit except when indicated on the advert.
• TASO does not ask for money for Applications
• Only the TASO Human Resources Office handles Job Applications.
• While TASO appreciates all the interested applicants, only shortlisted candidates are contacted for interviews. In case you do not hear from TASO one (01) month after the closing date, please consider yourself unsuccessful.

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