Administrative Jobs at Marie Stopes Uganda and other companies

JOB DETAILS:

Purpose:
Reporting to the Hospital Manager, the Hospital Operations Coordinator will support operations activities of the hospital and coordinate multiple operational tasks including but not limited to inventory management, claims review, client experience, supervise the non-technical staff of the hospital and provide administrative support to Hospital Leadership, specifically the Manager and the clinical teams.

The operations Coordinator is required to demonstrate MS-UG’s core values of:
1. Client Centred: dedicated to our clients and work tirelessly to deliver high quality, high impact services that meet clients’ individual requirements.
2. Courageous: Have the courage to push boundaries, make tough decisions and challenge others in line with our mission.
3. Mission Driven: With unwavering commitment, we exist to empower women and men to have children by choice, not chance.
4. Accountable: Ownership of our actions and focus on results, ensuring long term sustainability and increasing the impact of the Partnership.


Job Title: Hospital Operations Coordinator
Location: Kampala
Reporting to: Hospital Manager
Probationary Period: 6 months

Marie Stopes International (MSI) is a global organisation providing personalized contraception services to women and girls. Our local teams of professionals are passionate about the work they do in communities across 37 countries. The services we provide give a woman the power to choose when she has children so that she is free to pursue her plans and dreams for herself and her family.
Established over 20 years ago, Marie Stopes UG is a branch office of MSI. The Country Programme increases access to affordable services and choice of the full range of contraceptive choice to rural and underserved communities through a dynamic mix of mobile clinical outreach, social franchising, and community-based distribution. In partnership with the Ministry of Health, this Programme supports the long-term capacity of public and private sector providers to deliver high quality FP counselling and services.
The primary responsibility of this role is to further MSI’s Global mission of ensuring every individual’s right to: CHILDREN BY CHOICE NOT CHANCE.

Key Responsibilities.
• Manage forecasting and ordering of medical and other supplies, their receipt, storage, issuance, and regular replenishment by pre-establishing re-order levels.
• Keep updated inventory records and lead the hospital stock taking exercise on a regular basis
• Design and implement an inventory tracking system to optimize inventory control procedures.
• Prepare detailed reports on inventory operations, stock levels, and adjustments.
• In liaison with the cashiers, ensure that there is a clear description of expenses on the petty cash voucher before disbursement.
• Verify and attach all the supporting documents to the payment vouchers.
• Understand the fundamentals of billing, verifying and approving daily specialists/consultants’ payments and ensure that they are affected in a timely manner.
• Oversee the insurance claims process to ensure accuracy and completeness of each form.
• Ensure all claims are vetted on a daily basis and frequently give back to the affiliate doctors/specialist and all other stake holders on Insurance exclusions and limits.
• Define and implement standards/procedures for ensuring optimal client experience
• Supervise the activities of client service team to ensure their interaction with client reflect positively on the company
• Be responsible for overseeing housekeeping & security team’s productivity and ensure that the that they deliver an effective service to the hospital clients and staff.
• Motivates, coaches, train and continuously sets and reviews performance targets for the direct report team.
• In liaison with the hospital manager, promote and nurture a culture of good stewardship, accountability, and transparency at all levels of hospital operations.
• Timely reporting of incidents that could happen in the hospital in accordance with MSI Incidence guidelines.
• Ensures that all daily income is banked in accordance with organization’s financial policy
• Performs other administrative duties essential for the day-to-day running of the hospital.
• Identifies, proposes and when approved implements improved Hospital management system designed for the enhancement of the provision of client quality care and sustainability.
• Perform any other duties as may be reasonably required within your skills mix and responsibilities


Knowledge skills and Attitudes
Qualifications:
• BA/ BSc in Health management or any other related Admin & Management qualification.
• Strong background and prior experience/ exposure to hospital operations (essential)•

Knowledge, Skills/Experience, and abilities:
• Excellent organisational skills and high attention to detail
• Demonstrated ability to balance multiple tasks and priorities
• Strong interpersonal skills that include an ability to work in team environment
• Good interpersonal/communication (both oral and written) and time management skills.
• Good working knowledge of Microsoft Office applications (MS Word, Excel, and MS Access)

Experience
• Three years of relevant hospital management experience or clinical setting.
• Four years in administration at managerial level.

JOB DETAILS:

Purpose:
The CLIENT LIAISON OFFICER will report to the Centre Manager, and her main role is to maintain the high Client care standards expected by MSUG and actively work to promote the smooth running of the centre and contribute to improved financial performance.
It is particularly important that the CLIENT LIAISON OFFICER is able to sustain a close and collaborative partnership with operational staff in the support office and field, so that centre deliverables remain a focus of operational activities. The CLO will be able to work productively with the Research, Monitoring & Evaluation, Operations and Social Business teams to ensure that Centre activities serve the indicators in MSUG’s Business Plan.

MSU VALUES
1. Client Centred: dedicated to our clients and work tirelessly to deliver high quality, high impact services that meet clients’ individual requirements.
2. Courageous: Have the courage to push boundaries, make tough decisions and challenge others in line with our mission.
3. Mission Driven: With unwavering commitment, we exist to empower women and men to have children by choice, not chance.
4. Accountable: Ownership of our actions and focus on results, ensuring long term sustainability and increasing the impact of the Partnership.

Job Title: Client Liaison Officer
Location: Any of our 15 centres
Reporting to: Operationally Center Manager
Reporting to: Administratively Business Operations Manager
Probationary Period: 3 months

Marie Stopes Uganda is an NGO registered in Uganda. We are affiliated to Marie Stopes International. Together we deliver post abortion care, quality sexual and reproductive health care and family planning to millions of the world's poorest and most vulnerable women. We want to make sure that women have a choice when it comes to having children and that death by unsafe abortion is reduced.
The primary responsibility of this role is to further our Goal: THE PREVENTION OF UNWANTED BIRTHS and its mission of ensuring the individual’s right to: CHILDREN BY CHOICE NOT CHANCE

Key Responsibilities
This post has four key responsibilities and related deliverables:
1. Customer Service
2. Front Desk Management
3. Financial Administration
4. Records Management
5. Supplies management
6. Supervision

1. Customer Service
• Providing Unconditional positive regard for every customer/client at the Centre.
• Ensure the Centre Maintains the best customer handling standards and train all staff at the Centre to provide the best customer experience.
• Ensure that clients are welcomed and offered a sit on arrival.
• Efficiency of service and minimize client waiting time.
• Client follow up, support and building positive relationship to increase client loyalty.
• Ensure client feedback is received, recorded, shared with management, and follow through to address all issues raised.

Measure
• Excellent customer Service
• Minimised patient waiting time
• Evidence of client loyalty
• Accurate record of client feedback.
• Evidence of follow through to address issues raised.

2. Front Desk Management
• Ensure that the reception area and client toilets are clean and stocked of necessary supplies.
• Ensure that the office is fully operational in terms of power, water, Phone, Office equipment.
• Receive and redirect incoming and outgoing correspondence
• Make official telephone calls on behalf of staff and ensure that accurate records are kept.
• Liaise with Administrator in terms of Centre staff welfare i.e. uniforms, Ids.
• Provide administrative support to the centre team especially in report writing.
• Identify gaps in cash flows at the centre and report to the centre manager/Business operations manager for prompt actions
• Monitor utility consumption (water and electricity), receive and forward all utility bills and keeping a track record of this.

Measure
• Effective use of petty cash.
• Accurate & timely performance reports.
• Accurate & accessible records.
• Level of organisation and priotisation.
• Timely completion of reports
• Level of compliance to MSU Policies and Procedures.
• Quality of phone etiquette.
• Level of Cleanliness of reception area.


3. Financial Administration
• Receipt and reconciliation of all centre income.
• Ensure that all services taken by clients are recorded in EHR and the finances paid by clients are wholesomely reflected in EHR. It’s the duty of the CLO to ensure that all payments are made at the front desk. No payments should be made in any other rooms.
• Fill out the daily income reconciliation summary at the end of the day using EHR financial summaries and the physical cash collected and give the money and summary to the centre manager for banking.
• Review and reconcile corporate income in EHR against what is reflected in corporate claims and ensure that the figures balance. Compile corporate reports after thorough review with the centre manager and submit both soft copies and hard copies of the reports to the Manager Corporate business within the agreed time limits. The CLO should take full responsibility for the mistakes and losses in corporate income that arise from her negligence or lack of efficiency at work.
• Ensure that all client notes have correct money noted and receipt numbers are recorded.
• Ensure availability, proper utilisation, Accountability and reconciliation of Petty cash.
• Ensure that all clients pay for the services taken.

Measure
• Team support and coordination
• Accuracy in filing and documentation
• Accuracy in Petty cash reconciliation.


Records Management
• Proper records management ensure confidentiality and maintenance a record of vital client information.
• Ensure all client notes are filed in alphabetical order so all notes can be found easily. Existing client notes should all be stored together so a full record can be achieved.
• Ensure all client information entered into the EHR system is correct and verifiable, traceable and authentic.
• Ensure that collected client information in the system is not accessible to third party persons. All gargets in your control must have a password known to you only as a means of securing client information. All client information requests must be passed through the manager.
• Ensure that petty cash records, client consent forms, client receipts, utility bills and reconciliation summaries are stored safely for future reference.
• Ensure that the Corporate claims reports and duplicate claims are kept safely in files for further reference.
• Keep inventory record of all MSU property at the Centre including consumable supplies.

Measure
• Level of confidentiality exercised in dealing with centre clients.


Supervision
• Manage centre assistants and care taker’s workload and ensure that the centre environment is clean and well maintained.

Measure
• Effective Supervision of centre assistant

PERSON EPECIFICATION
Knowledge, Skills and Attitudes
Qualifications:
• University Degree in Business Administration or related discipline
• At least 3 years experience in sales, Business development and management with a big, fast paced business organisation

Skills/Experience:
• Sound knowledge of Microsoft Office applications including MS Excel, Power point and internet is mandatory.
• Proven excellent technical oral, written, and editing abilities; ability to present and write influentially for multiple audiences
• Ability to work well with others in team environments, build consensus and drive change
• must be able to satisfy stakeholders.
• should be able to work in deadline driven/results orientated atmospheres
• Strong people management skills
• Able to think strategically and a good planner
• Able to manage and motivate teams to achieve targets and to achieve organisational change.
• Posses’ leadership personality, and able to take on and solve problems quickly and efficiently
• Ability to stay on track and deliver even under pressure.
• Willingness to work beyond the stipulated business working


Attitude / Motivation:
Successful performance at MSU is not simply defined in terms of ‘what’ people achieve, but equally is about ‘how’ people go about their jobs and the impact that they have on others. There are 13 key behaviours that MSU encourages in all employees and they are defined below:

• Initiative: Thinking ahead and taking action to make the most of opportunities by finding the optimum solution In this role, you must predict quality issues that might arise and plan to address them You will take initiative with your team and across the CMT to realise efficiencies and impact
• Innovative: Thinking creatively so that ideas generated create a positive outcome In this role creativity will be needed to inspire service providers to achieve results across a range of varied contexts
• Effective Communication: Communicating through active listening and good questioning techniques, using appropriate body language, ensuring information is clear and concise. In this role your team will feel listened to, well informed, know what they should be doing through the efficient use of management time
• Team Player: Working as part of a team by being supportive, flexible and showing respect for each other The role is part of the CMT and together with them takes responsibility for the delivery of MSU’s strategic plan Working together is essential in achieving results
• Responsive Being responsive to changing priorities and demands Your plan will be clearly made out and changes will be agreed and reported regularly and on time
• Working Efficiently: Planning, prioritising and organising work to ensure work is accurate and deadlines are met As part of the CMT and in order to meet the needs of contractual obligations to investors/donors your work will be clear accountable and effective
• Sharing Information: Sharing information and knowledge whilst maintaining confidentiality Timely action will be taken on information regarding your areas of responsibility
• Focus on Learning: Taking responsibility for keeping knowledge and skills updated and for seeking opportunities to develop further This post-holder must actively seek knowledge that can be shared and keep the teams up to date on latest views
• Commitment: Awareness and understanding of goals, vision and values and how your role impacts on this and going the extra mile to meet role requirements
• Driven: Drive and determination to deliver results Regular reporting will indicate ability to conceive, design and deliver on results
• Accountable: Taking responsibility for appropriate decisions that you make, and the actions and behaviour you demonstrate
• Embracing Change: Openness to embracing change within the organisation and being able to adjust plans/activities accordingly
• Motivated: Motivation towards achieving quality results to maximise potential

JOB DETAILS:

Reporting to the Administration Officer, the purpose of this role is to provide high quality receptionist services to MSUG main office. Reflecting our values and brand s/he will be the face of Marie Stopes as they arrive and leave. S/he will work in close collaboration with all departments and will be responsible for ensuring efficient running of the front desk, the appropriate documentation of all deliveries and out-going correspondence, effective organisation of the meeting room schedule and provision of administrative and clerical support to the Administration Office.

The Admin Assistant will be required to demonstrate MSUG’s core values of:
• Client Centred: dedicated to our clients and work tirelessly to deliver high quality, high impact services that meet clients’ individual requirements.
• Courageous: Have the courage to push boundaries, make tough decisions and challenge others in line with our mission.
• Mission Driven: With unwavering commitment, we exist to empower women and men to have children by choice, not chance.
• Accountable: Ownership of our actions and focus on results, ensuring long term sustainability and increasing the impact of the Partnership.


Job Title: Admin Assistant, Front Office
Location: Kampala, Uganda
Reporting to: Administration Officer
Probationary Period: 3 months

Marie Stopes International (MSI) is a global organisation providing personalised contraception and general reproductive health services to women and girls. Our local teams of professionals are passionate about the work they do in communities across 37 countries. The services we provide give a woman the power to choose when she has children so that she is free pursue her plans and dreams for herself and her family.
MS-Uganda is the Uganda branch office of MSI. In partnership with the Ministry of Health, we champion programmes that support the long-term capacity of public and private sector providers to deliver high quality FP counselling and services.
The primary responsibility of this role is to further MSI’s Global Goal: THE PREVENTION OF UNWANTED BIRTHS and its mission of ensuring every individual’s right to: CHILDREN BY CHOICE NOT CHANCE.

Key Responsibilities
This role has three key responsibilities:
1. Front office administration (Support Office)
2. Provide Administrative Assistance to the Admin team
3. Coordination of SO logistics

1. Front office administration (Support Office)
• Tidy and clean reception area with information on walls and table
• Clear and helpful telephone reception
• Management of all mail flow (courier and post) with all in and out recorded
• Receive visitors and ensure they are attended to
• Place international and official telephone calls on behalf of staff and ensure that accurate records are kept

2. Provide Administrative Assistance to the Admin team
• Control inventory relevant to the reception area.
• Receive and submit invoices for payment to the finance office.
• Supervise the kitchen area by ensuring tidiness and cleaniliness.
• Assist in organising trainings, workshops and conferences

3. Coordination of SO logistics
• Meeting room register set up and maintained on intranet
• Support meeting organization at the Kampala office
• Monitor staff availability at the office and organise catering
• Assist in the day-to-day efficient operation of the office
• And any other duties assigned by the Admin office from time to time.


Knowledge skills and Attitudes
Qualifications:
• A Bachelor’s Degree in Business Administration, Office Management,Development Studies or any other related discipline.

Skills/Experience:
• Warm and cheerful personality
• Customer service orientation
• Proffessional personal presentation
• Demonstrated experience in a busy organisation with staff based in multiple locations
• Knowledge of or ability to learn and adapt to organizational policies, systems and procedures
• Ability to work with little or no supervision
• A team player with good interpersonal and communication skills
• Highly organised and confidential


Attitude / Motivation:
Successful performance at MS-UG is not simply defined in terms of ‘what’ people achieve, but equally is about ‘how’ people go about their jobs and the impact that they have on others. We encourage and expect all team members will demonstrate the following behaviours:
• Initiative
Thinking ahead and taking action to make the most of opportunities by finding the optimum solution
• Innovative
Thinking creatively and outside of the box so that ideas generated create a positive outcome
• Effective Communication
Communicating through active listening and good questioning techniques, using appropriate body language, ensuring information is clear and concise.
• Responsive
Being responsive to changing priorities and demands
• Working Efficiently
Planning, prioritising and organising work to ensure work is accurate and deadlines are met
• Sharing Information
Sharing information and knowledge whilst maintaining confidentiality
• Focus on Learning
Taking responsibility for keeping knowledge and skills updated and for seeking opportunities to develop further
• Commitment
Awareness and understanding of goals, vision and values and how your role impacts on this and going the extra mile to meet role requirements
• Driven
Drive and determination to deliver results
• Accountable
Taking responsibility for appropriate decisions that you make, and the actions and behaviour you demonstrate
• Embracing Change
Openness to embracing change within the organisation and being able to adjust plans/activities accordingly
• Motivated
Motivation towards achieving quality results to maximise potential
• Team Player
Working as part of a team by being supportive, flexible and showing respect for each other

JOB DETAILS:

Enabel is the Belgian development agency. It implements the Belgian governmental cooperation. The agency also implements actions for other national and international donors. With its Belgian and international partners Enabel provides solutions to address urgent global challenges: Climate Change, Urbanisation, Human Mobility, Peace and Security, Social and Economic Inequalities and Global Citizenship. With 2.000 staff, Enabel manages about 170 projects in twenty countries, in Belgium, Africa and the Middle East.

Background
This intervention is proposed to “Promote women's digital access with the objective of making girls and women economically independent’’.
Promote the digital rights for citizens with the objective of achieving impact for girls and women and the civil society in the partner countries; and use these experiences to strengthen and provide expertise at Belgian, European and international level.”
As such, the general objective of this intervention is to ensure women and men have equal opportunities to participate in and contribute to an inclusive and rights-based digital economy. The intervention logic is based on two layers which include a balanced combination of activities aiming to contribute in a complementary way to the objectives mentioned above:

Job description
Joining Enabel as a Digital Rights Expert (D4GW), you will be directly reporting to the Intervention Manager and you will perform the following key tasks:

You work at Enabel as the Digital Rights Expert;
• You lead the implementation of the digital rights related activities (planning, execution, coordination, monitoring&evaluation);
• You provide necessary technical input in the area of Digital Rights for Girls and Women;
• You contribute to knowledge building, knowledge sharing and management in the area of Gender and Inclusion;
• You contribute to the development of capacities of the different partners so as to contribute to the improvement of their processes and systems.

Required Qualifications and Experience
• A Masters’ degree in Social sciences (Gender, Sociology), Development studies, Human Rights, International Relations.
• Specific studies in Human Rights-based digital transformation is of an added advantage.
• A minimum of 5 years’ proven experience in digital rights, human rights and related issues in digitalisation.
• A minimum of 3 years’ proven experience in implementing projects in relation to empowering girls and women specifically in the context of rapid digital transformation.
• International experience in project management and implementation in the field of Digital rights is of an added value.

Required Knoweldge and Skills
• Experience of working in an African based project in the field of, especially with digital transformation.
• Good knowledge of digital technologies.
• A good level of understanding of development cooperation and the European Union mechanisms used to deliver it.
• Proven experience in conducting studies and strategies for gender mainstreaming in development policies and programmes.
• Experience in qualitative and quantitative data collection in the field of gender, human rights and/or related issues.
• Knowledge of the gender and human rights institutional landscape in digitalisation.
• Creativity, originality and innovation.

We offer you
A fascinating and varied job in an international environment.
A contract of 21 months.
• A salary package that comprises the monthly gross salary between UGX 10,000,000 and UGX13,000,000 which is commensurate with experience and in accordance with our salary scale.
• Following this publication, a shortlist of successful applicants maybe constituted which may be sourced in the next three years for similar job openings.
• Everyone who fulfils the conditions in our job advertisements may apply. Enabel is committed to equal opportunities and diversity in the workforce

JOB DETAILS:

Job Summary
The jobholder will be responsible for business development both with new customers and with existing customers where they are expected to increase “wallet share”.
Make appropriate introductions to the Relationship Manager where Enterprise Banking clients require specialist advice and support.
Act as an integral member of the Business Banking/Retail Team.

Job Description
Sales and Service- 90%
• The job holder will be the primary contact for the opening of Enterprise banking accounts, following the Bank’s recruitment policies and procedures.
• Grow portfolio profitability by identifying new and existing customer potential including sales opportunities and new product promotion initiatives.
• Determine the products and solutions that are most effective in meeting customers’ needs and be able to sell these at short notice both reactively and proactively.
• Proactively generate customer interest in products and services either by face-to-face (in branch and client visits), or telephone contact including following up leads provided by colleagues.
• Originate and initiate client credit applications to the commercial credit team in line with the existing Barclays Africa SME lending guidelines. Clear delivery of lending decisions, demonstrating ownership of the decision, and exploration of alternative solutions to ensure appropriate matching of client needs is critical.
• Conduct customer meetings that have well defined call objectives, desired outcomes and a well-constructed plan.
• Communicate all key messages to customers including agreed service standards, negotiated pricing, relationship team contact points
• Deal with and find solutions to customer complaints
• Achieve and seek to exceed all agreed sales and servicing targets.
• Be an active member of the Business Banking/Retail team, supporting branch based staff and others in the delivery of excellent customer service.

Business Management-10%
• Plan a personal campaign of sales activity around promotions or initiatives to meet personal objectives and targets.
• Consult customer owners/managers on financial/ credit issues and general business practice/ideas.
• Research, create and follow up on a target list for potential new business
• Work in close partnership with Relationship Managers, Associate Relationship Managers and Credit Managers to ensure that credit applications for new and existing facilities are correctly prepared in accordance with existing policies/guidelines
• Embrace and support the management of change.
• Update/maintain Customer Information and Contact History records.
• Undertake continuous development of self and proactively share learning with others.
• Responsible for recording and maintaining personal performance records.
• Control the quality of the portfolio, using available triggers and adherence to Risk management guidelines and policies

Essential
• A detailed knowledge of the Core set products
• For Complex products, will have a detailed knowledge of the requirements of the more sophisticated customers
• A good knowledge of the products and services available in the SME Banking Sector is also required

Preferred
• Knowledge of the Barclays Africa Change Governance Framework
• Self-sufficiency in personal management in order to ensure that targets are achieved, through effective planning and monitoring of performance.
• “Ensure that all activities and duties are carried out in full compliance with regulatory requirements, Enterprise Wide Risk Management Framework and internal Barclays Policies and Policy Standards. Understand and manage risks and risk events (incidents) relevant to the role.”

Experience and Qualifications
Mandatory
• General knowledge of the challenges faced by a range of different businesses, and of the environment in which SME businesses operate.

Essential
• Outstanding relationship and interpersonal skills
• Strong selling and negotiation Skills
• Strong Presentation Skills
• Relationship Skills
• Credit Risk Skills
• Team Skills
• Communications Skills

Preferred
• Commercial/sales focus
• Business development
• Managing Relationships
• Innovative
• Adaptability
• Active Listening
• Analysis and judgement
• Training to affect effectiveness in this role
• Presentation Skills
• Trade and Working Capital
• Commercial Skills Development (CSD)
• Influencing and Negotiating skills

Note: No segment specific training has been available historically. Generic training in sales and service skills, lending as well as KYC, would be helpful. Segment specific training will be developed to support the role holder in the future.

Education
Further Education and Training Certificate (FETC): Business, Commerce and Management Studies (Required)