Deadline of this Job: 02 January 2023
JOB DETAILS:
EXPRESSION OF INTEREST FOR THE POSITION OF HOSPITAL ADMINISTRATOR (HRM-22/031)
Karoli Lwanga Hospital- Nyakibale in a bid to fulfill its mission and vision hereby invites applications from suitably qualified candidates with impeccable integrity to fill the vacant position of;
Position: HOSPITAL ADMINISTRATOR
Reports to: MEDICAL SUPERINTENDENT/CEO
Terms of Service: 2 year contract (renewable)
Person Specifications:
• Bachelors Degree in Social Sciences or Arts or SWASA or its equivalent from a recognized University /Institution
• Post Graduate Qualifications in Hospital Management or its equivalent from a recognized institution is an added advantage
• 2 years of experience at Senior management level in a similar enterprise
• A confident communicator with excellent interpersonal skills
• High level of integrity
• Basic Understanding of financial management
JOB DETAILS:
How will you fight for an AIDS-free generation?
The Program Assistant/Receptionist will be responsible for welcoming guests, answering and transferring telephone calls, and monitors access to the office by guests to ensure safety and security. The role will also include keeping up-to-date records of all inventories in stock, verifying and receiving all goods delivered to the EGPAF, and appropriately recording all goods received.
No two days are alike at EGPAF, but what can you expect in this role?
1. Administrative duties
• Work in close collaboration and cooperation with the other project staff to deliver on all the office administrative needs e.g., supplies.
• Responsible for the day-to-day logistics of program training/workshops, management, and monitoring/audit of sites/facilities suppliers, and inventories.
• Front desk Management.
• Responsible for office hygiene – thorough cleaning, periodic fumigation, garbage collection contracts, office utilities, etc.
• Ensure the security of the Field Office premises is maintained.
• Planning and scheduling meetings and appointments.
• Coordinate the logistics for workshops, seminars, and training.
• Coordinate hotel bookings, transportation, logistics, and other travel needs for field staff.
• Provide logistical and clerical support to the program staff as needed.
• Organizing and maintaining files and records.
• Works closely with the drivers in charge of the mailing function and administrates the weekly courier. Receives and distributes mail accordingly.
• Acknowledges receipt of all incoming mails, registers the same, and channels to the responsible official for action.
• Takes minutes/puts together report on staff meetings, and circulates final copy to all staff, filing copies for reference.
2. Stores management
• Receive and record items delivered in-store and ensure proper storage.
• Track all items that are dispatched to ensure that they reach their final destinations.
• Work with the Finance and Admin Officer to track and follow store requests including requests placed in the Electric Procurement Management system to ensure timely deliveries.
• Follow up on all store dispatch forms (ERFs, District letters, transfer memos) that have been issued for items that have been issued and ensure that they are returned and fully signed.
• Issue stocks on request against official and approved documentation.
• Maintain orderly and up-to-date documentation and filling system of store items.
• Organize, clean, and maintain an orderly store, and carry out any other duties reasonably assigned by the Supervisor.
3. Receptionist
• Receive and direct visitors in an efficient and courteous manner.
• Ensure that the reception area is clean and tidy.
• Carry out any other duties reasonably assigned by the Supervisor.
To be successful, you will have:
• Bachelor’s degree in Business Administration, Management, Commerce, or any other related field.
• At least 3 years’ relevant experience in a similar position, preferably with a USAID-funded agency or nongovernmental organization.
• Prospective candidates should have experience working in a busy organization handling big-volume procurement under minimal supervision.
• Knowledge of local languages will be an added advantage.
Required Competencies:
• Clear commitment and record of achievement to building the capacity of local partners and the community.
• Training in computer applications is required plus a good working knowledge of computers with the ability to use Microsoft Word, Excel, PowerPoint, etc.
• Good data analysis skills and ability to think concisely, and critically as well as distill information to lay audience.
• Excellent verbal and written communication skills in English.
• Team player with good interpersonal skills and the ability to work in a diverse social and cultural environment.
JOB DETAILS:
How will you fight for an AIDS-free generation?
The Finance and Admin Officer is responsible for preparing financial statements, maintaining cash controls, maintaining accounts payable, and managing office Finance operations.
No two days are alike at EGPAF, but what can you expect in this role?
1. Finance
• Receives fully approved staff timesheets,
• Train new staff in timesheet procedures.
• Reconcile liability, and assets accounts on a monthly basis.
• Prepares and remits local taxes.
• Approve all petty cash payments and accruals.
• Review petty cash reconciliation, prepares petty cash replenishment, and perform periodic petty cash checks.
• Prepares currency exchange/account transfers and serves as an agent of the bank.
• Accurately enter payees’ names, account numbers, and payable amounts in the system for (EFT) via online banking.
• Verify URA tax returns and filing of tax returns.
• Share updated MM payments reports with Program team.
• Timely preparation and processing of payments by ensuring that all payments are reasonable, allowable, allocable to the Activity. This includes liaising with procurement to ensure that all payments are adequately supported.
• Ensure that internal controls pertaining to Online Banking & Mobile Money payments are tightened to mitigate risks
• Initiate dully supported and allowable payments into online banking platforms this includes Vendor payments and mobile money payments.
• As part of the finance team, ensure that EGPAF financial management policies and procedures and USAID regulations are strictly adhered to. This includes ensuring that all USG circulars, USAID Uganda Mission policy directives and various checklists circulated are implemented.
• Work as part of the finance team to ensure that all project financial and accounting tasks are accomplished accurately and in a timely manner.
• Maintain close coordination with EGPAF project staff on financial matters and advise them, as appropriate, on matters requiring their attention.
• Advice senior management on any areas with the potential to impact on systems of internal controls and procedures. Other accounting, financial and administrative tasks consistent with the overall scope of this position.
• Ensure safe custody of checkbooks, and withdrawal of petty cash from the bank.
• Receives expense reports and advance requests from staff members and performs initial reviews for accuracy and completeness.
• 2nd Review of mobile money payments.
• Track advances & petty cash replenishments for the Regional Office.
• Assists monthly financial package to the Washington office and responds to any questions or comments promptly.
2. Transport/Fleet management
• Review and approve Monthly, Quarterly, and Annual vehicle performance reports produced by the Drivers.
• Daily tracking of the EGPAF motor vehicles using the Vehicle Management Software.
• Carry out any other duties reasonably assigned by the Supervisor from time to time.
To be successful, you will have:
• Bachelor’s degree in Business Management, Accounting and Finance, and Commerce.
• Professional qualification in CPA or ACCA is required, as well as 2 years of post-certification experience.
• At least 5 years of relevant experience in accounting in non-profit organizations with a proven track record in financial management and an understanding of accounting processes and procedures.
• Prospective candidates should have experience working in a busy organization handling big-volume procurement and busy Office under minimal supervision.
• Experience in an international donor environment.
• Previous experience in managing US government funds and possess Knowledge of the USAID rules and regulations.
• Prospective candidates should have experience working with Local Government partners and knowledge of their operations.
• Possess strong accuracy, attention to detail, and the ability to follow through.
• Highly organized with the ability to meet deadlines, troubleshoot, and problem-solve.
• Training in Computer and knowledge of accounting software systems (e.g., QuickBooks Pro).
Required Competencies:
• Strong team player with proven communication and collaborative skills.
• Possess strong accuracy, good analytical ability, attention to detail, and ability to follow through.
• Excellent verbal and written communication skills in English.
• Team player with good interpersonal skills and the ability to work in a diverse social and cultural environment.
• Good knowledge & experience in using Quick Books accounting package. Good level of competence in excel, word, and PowerPoint.
• Ability to work under pressure and meet targets and deadlines.
• Knowledge of local languages will be an added advantage.
• Willingness to travel to the project districts.