Administration & Records Manager
Deadline: 12th May 2024
The role
Reporting to the Director, Human Resource and Administration, this role comprises of a range of responsibilities such as office administration and logistical support with the principal aim of helping to ensure the smooth running of MSUG Offices. The Records and Administration Manager will oversee office space management, including the anticipation of office space needs and managing office moves when need arises. The role also comprises organizing logistics for international visitors to the Uganda programme, including obtaining visas, flights and accommodation and similar logistical needs for Local Staff travelling out of Uganda.
Another key role is the effective and appropriate management of the organisation’s records from their creation, right through to their eventual disposal.
The Records and Admin manager will also oversee the general office security management both day and night, reduce costs where possible and ensure timely incident reporting and follow-up to closure.
Contracts Management, ensuring that all MSUG contracts are fully agreed upon, signed, and renewed timely.
Important too, is overseeing the Assets Management Process including, tagging/engravement, movement documentation and ensuring that all MSUG staff are aware of and comply with the assets management policy.
Key Resposibilities
Leadership of a team providing administrative support
- Provision of guidance and support to the administration team with clear allocation of duties.
- Ensuring all Service providers under the Administration department are supported timely and efficiently.
General Office Management and Running
- Ensure provision of all office equipment and stationery for use by staff.
- Ensure a clean and secure office environment.
- Ensure coordination / organize for office meetings/workshops/conferences.
- Oversee MSUG visitors’ logistical arrangements are efficiently coordinated.
- Manage utility bills and costs.
- Ensure accurate allocation and timely disbursement of telecommunication services.
Assets Management
- Initiate the acquisition of MSUG Assets based on the organisational needs.
- Ensure proper management of assets (engraving, locating, checking/counting etc).
- Develop and maintain an accurate MSU assets register.
- Notify procurement on assets that are due for disposal.
Records Management
- Management of MSUG records from creation through to destruction.
Contract Management
- Ensure that all facilities, centre premises and all field office contracts are agreed, filed, and renewed as necessary.
- International Travel and Visitors
- Logistical arrangements, accommodation, airport transfers, share visitors’ guidelines, answer any questions.
- Ensure the international travel register is updated timely and any updates shared with the Administration team.
Security and Safety
- Manage Security Incidents and Costs
- Ensure that security is provided at MSU offices/premises for both assets and personnel.
- Develop clear understanding of the MSUG policies regarding travel and security standards.
Petty cash Management
- Ensure compliance with petty cash management procedures maintaining an effective cash flow system and adequate float for smooth running of the organization.
- Timely reporting for petty cash reports to the finance department, including petty cash counts before replenishment and at the end of every period.
- Proper storage of petty cash.
Experience
- Strong communication skills to deal with senior colleagues, suppliers, and contractors.
- Negotiation skills to persuade senior colleagues to follow agreed record storing guidelines.
- Problem-solving and analytical skills to develop an understanding of how your organisation works and build integrated records systems.
- Good project management and organisational skills
- Good grasp of new technology and adapting to new IT packages and systems
- An awareness of information management principles and familiarity with information systems and archives
- Attention to detail.
- Flexibility to get involved in all aspects of information provision.
- Knowledge of current legislation regarding records management
- Project Planning
- Good knowledge of current records, archives & information management principles and practices
Qualifications and Training (Essential/Desirable)
- Relevant Degree in Business Administration or related discipline is required.
- Data and records management skills
- Team Player/ People Management Skills.