Administrative Jobs at Infectious Diseases Institute and among other companies

JOB DETAILS:

General summary:
The Grants Officer has responsibility and accountability for the grants management function within the Finance and Grants Section of the IDI Office. The Grants Officer assists other programme team members in supporting implementing partners with work plans and budgets development. He/she will develop/implement grants management procedures that match the Ugandan context so that grantees are able to manage their grants efficiently and in compliance with funder regulations. He or she supports the entire grants management cycle including grant-making processes and procedures from inception to close-out..

Key Responsibilities:
Grants Management
• Develop or adapt formats, procedures, and regulations to be used0+ for formulating, negotiating, executing, monitoring, and closing sub-grants according to funder regulations. ·
• Collaborate with other programme staff in designing/revising mechanisms to solicit Activity plans or proposal applications (if applicable), award subgrants, negotiate terms of reference, and monitor and report on financial activities as appropriate. ·
• Assist technical staff in reviewing implementing partners’ periodic work plans and budgets ·
• Work with the Senior Grants officer and Grants Manager to ensure that the Grant Management Manual is kept up to date and amended as required. ·
• Support the close-out process with the IDI implementing partners.

Donor Compliance
• Develop mechanisms for making payments and monitoring/reporting financial performance, in accordance with funder requirements and guidelines and those established in the agreements with sub-grantees.
• Administer the grants according to criteria and guidelines set forth by the IDI in relation to funder requirements, contractual agreements and the IDI Grants Management Manual and guidelines.
• Review financial reports and records submitted by sub-grantees in order to help them improve or maintain acceptable standards that enable them to generate reliable information and reports that are compliant with donor requirements.

 Support to Grantees
• Develop financial capacity assessment tools for local partners and grantees ·
• Build the technical support strategies and plans according to the needs identified after the financial assessment of grantees.
• Conduct training workshops, one on one technical support and mentoring for local partners’ staff in grants management and other finance areas as necessary.
• Provide regular field-based support to sub-grantees to track work progress, provide guidance and support, and ensure consistent quality of work is performed in grants management; conducting performance plans and reviews; implementing and assuring adherence to Project policies, guidelines and values;
• Providing administrative and logistical support to the technical review process ·
• In conjunction with partners and other staff support grantees to adhere to organizational policies and procedures, and other recommendations for financial and programmatic accountability.
• Follow up on financial capacity building plans and monitor the grantees that have received training to ensure that they are applying the knowledge acquired appropriately.
• Work with and support finance and programmatic personnel during the budgeting process.
• Manage the Grants Information System ·
• Provide inputs and support on the definition of financial and programmatic selection criteria to be followed in the granting process.
• Develop monitoring tools for Program staff to review compliance issues during support visits.
• Maintain all the files, generate and share out all grantee information that will facilitate decision making and donor reporting. ·
• Work with partners and staff to develop monitoring plans/schedules and through periodic visits, follow-up the grantees to assess implementation and compliance with the grants agreements. ·
• Assist in developing work plans, monitor progress, track expenses, and prepare reports under the guidance of the Senior grants Officer and

Grants Manager. ·
• Analyse financial data on sub-granting; report on performance trends and compliance with the budgets and agreements. ·
• Review the Quarterly reports and Grant Information System Reports submitted by the implementing partners.

Work conditions
• The position is based in Kampala, with approximately 30% time spent in the field providing support supervision and monitoring of IDI grants

Required Qualifications skills and attributes:
• Minimum of a bachelor's degree in Business Administration, Finance, Accounting or other related field ·
• Minimum of 5 years’ experience, 3 of which must be in US Federal funded grants/contracts administration and management. Preferably with international non-governmental organizations. · Experience in the development or implementation of contracts/grants and compliance
• training. ·
• Excellent communications skills (oral and written), including editing and proof reading ·
• Proficient computer/software skills, including good command of MS Word and Excel ·
• Excellent organizational skills, ability to work independently, assess priorities and manage a variety of activities with attention to detail
• Ability to interact professionally with colleagues, contractors, vendors, and awardees ·
• Willingness to travel up to 30% of time

JOB DETAILS:
Working at project location – In this role, you will provide on-site support in the project location and/or VSO office, (full-time unless otherwise specified) for a set period of time.
To ensure proper and complete records on the HRIS, procurement, general administration and assist in the day to day running of the VSO office

Duties & Responsibilities
• Reception: Support the Front Office Volunteer Support Officer to ensure that the reception is well branded and all visitors are well attended to.
• Filing Records: Ensure employee files are kept in accordance with the VSO Data Protection and Confidentiality Policy. Ensure that volunteer files are maintained accurately and meet VSO confidentiality requirements. Maintain the country office hard filing system in a secure and confidential manner. These will include staff, volunteers plus the hard files for ICS youth volunteers Should keep the keys safely.
• Systems Admin : Ensure staff and volunteer data administration is undertaken to enable accurate, up to date records, including contact details and emergency contacts. This will include the details for professional volunteers and staff.
• Logistics Support: Arrange transportation for volunteers coming in and out of the country in a timely and most efficient manner.
• Boards Management: Maintain; the leave board, external meetings log board, and ICS board with up to date information easily accessible by the other members of the team.
• Manage the calendar white board ensuring that all the month’s activities are logged at the beginning of the month.
• Volunteer support: Support the Assistant HR officer to collect all paperwork for volunteer files and work permits. Ensure the receipt and collection of volunteer passports is properly recorded.
• Postage: Manage the VSO post office ensuring that payment for the box is coordinated with the operations office in a timely manner.
• Audit support: Work together with the Head of People & Operations to provide the required information during internal & external audits
• Administration support: Work as the link for the country leadership team, providing them support with following up tasks from meetings and ensuring that actions are worked on in a timely manner. Fixing appointments for the country director and the senior management team members.
• Manage the Country Director’s calendar
• Other duties as requested by the HR and Operations Manager.

Competencies
Working together – Adds Value
Proactively enables and encourages team work in others

Communicating and influencing – Adds Value
Proactively builds constructive relationships through clear communication and generates effective discussion and mutual support for plans and ideas.

Managing knowledge – Aware
Keeps up to date with readily accessible knowledge relevant to own role.

Striving for excellence - Aware
Wants to learn and improve, responds to feedback and strives to meet objectives set b others

Managing resources – Aware
Spends VSO money responsibly, organizes own work to meet objectives on time and is aware of team workloads

Managing people – Aware
Requests and follows up on appropriate support from others, raises concerns about uncooperative colleagues in an appropriate way.

Developing people – Adds Value
Helps team members to create and implement clear development plans that meet their own and VSO’s short and long term needs

Leading for the future – Adds Value
Actively promotes VSO’s work and values; recognizes others successes; generates and implements new ideas

Thinking strategically – Aware
Understands the context of own role; considers impact of own work on that of others

Delivering results - Aware
Produces work of acceptable quality on time; responds to requests in a helpful way.


Skills, qualifications and experience
• Excellent computer skills (word, Outlook, Excel, Power Point, internet)
• Relevant degree with >3 years administrative experience
• Excellent written and verbal communication skills (English)
• Experience of a demanding workload and ability to prioritize and effectively manage time in order to deliver high quality work to tight schedules
• Proven ability to build and maintain relations with colleagues, volunteers, VSO stakeholders, including managing difficult situations
• Attention to detail
• Knowledge of Public Relations / customer service good practice

Personal qualities
• Demonstrate commitment to delivering excellent admin, financial and organisational service
• Warm and welcoming personality
• Team player
• Flexibility to adapt to new situations, with a positive attitude to working in an international organization with progressive work standards.
• Commitment to VSO’s values

Competencies and Behaviour
At VSO we believe progress is only possible by working together. Whether you want to join us as an employee, or as a volunteer working in your own country, overseas or online, our selection process includes an assessment based on these core competencies:
• Ability to be open minded and respectful
• Ability to be resilient and adaptive to new situations
• Ability to facilitate positive change and build sustainable working relationships
• Ability to seek and share knowledge

JOB DETAILS:
Dfcu Bank is a fast-growing Bank in Uganda offering a wide range of financial solutions to its chosen market segments. We are seeking to recruit for the position of Category Lead-Facilities & Administration to support our expansion strategy.
Reporting To: Head of Procurement

Job Purpose: Reporting to the Head of Procurement, the role holder will execute the Bank’s procurement processes for the assigned category including; procurement requests processing, supplier selection and management, bids evaluation and analysis, carry out negotiations, maintain accurate records and facilitation of approvals by the Procurement Committee.
Location: Kampala

Key Accountabilities:
• Support in the receipt of feedback on the service provision of the external service providers, and management of the feedback to ensure compliance
• Build sustainable relationships with all relevant external stakeholders in order to secure the necessary customer relationships and benefits
• Implement the Bank’s procurement system, policies, and procedures; and recommend reviews where necessary
• Fast tracking user requests/requisitions/requirements, LPOs (procurement orders), in-ward deliveries of inventory/ Supplies/ equipment and prompt updating/feedback to stakeholders on status of procurements.
• Implement early Strategic Sourcing involvement in the project lifecycle to better influence strategy and results through the establishment of a commodity specific Category Advisory boards.
• Implement effective category strategies across the appropriate lines of business and/or the entire enterprise.
• Implement sourcing strategies and market approach, negotiating “best in class” commercial solutions aligned to business drivers or delivering specified components thereof.
• Benchmark new processes, approaches, and technology that will continually drive improvements on performance and business results.
• Control and manage procurement related documentation for reference and audit purposes.
• Third party risk management in line with the framework.

Qualifications, Experience And Competencies Required:
• Minimum of a Bachelor’s Degree in Procurement or a Business Degree.
• CIPS or equivalent Procurement professional qualification.
• At least 3 years work experience in Procurement, Contract, and Supply Chain Management.
• Extensive strategic purchasing and supply knowledge.
• Problem solving skills to analyse information to evaluate internal and external demand and external supplier information and extract critical cost opportunities.
• Attention to detail and ability to assimilate, appraise and extract information quickly when faced with numerous ad hoc queries.
• Ability to influence clients.
• Experience in Procurement processes.
• Experience in Inventory management.
• Ability to communicate clearly verbally and in writing.
• Ethics and Integrity.
• Results oriented.
• Highly motivated.
• A Strong analytical power and innovativeness.
• Negotiation skills.
• Strong Analytical skills.
• Communication skills.