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Procurement And Administrative Assistant - Jinja

Closing: Jun 6, 2022

11 days remaining

Published: May 9, 2022 (17 days ago)

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Job Summary

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mothers2mothers (m2m) is an Africa-based NGO that unlocks the potential of women to eliminate paediatric AIDS and create healthy families across ten sub-Saharan African countries. m2m trains, employs, and helps empower women living with HIV to work as community healthcare workers in understaffed health centres and underserved communities. Through a peer-to-peer approach, these ‘Mentor Mothers’ deliver a range of health services, advice, and support to women and their families. Started in Cape Town, South Africa in 2001 with an initial focus on preventing mother-to-child transmission of HIV, m2m has innovated and built on its strengths and now provides family-centred support for a range of related health and social issues spanning pregnancy, birth, childhood, and adolescence. It also partners with governments and other NGOs on the adoption of its programme to spread the Mentor Mother Model and its benefits. m2m has a track record of scaling its services and proven impact. To date, m2m has reached over 11M women and children under two, and created more than 11,000 jobs for African women living with HIV. For more, visit www.m2m.org.

PURPOSE

To provide procurement, logistical and administrative support services ensuring a conducive working environment, efficient and effective supply chain, fleet and customer service operations in line with m2m policy, national and international best practices.



Responsibilities

mothers2mothers (m2m) is an Africa-based NGO that unlocks the potential of women to eliminate paediatric AIDS and create healthy families across ten sub-Saharan African countries. m2m trains, employs, and helps empower women living with HIV to work as community healthcare workers in understaffed health centres and underserved communities. Through a peer-to-peer approach, these ‘Mentor Mothers’ deliver a range of health services, advice, and support to women and their families. Started in Cape Town, South Africa in 2001 with an initial focus on preventing mother-to-child transmission of HIV, m2m has innovated and built on its strengths and now provides family-centred support for a range of related health and social issues spanning pregnancy, birth, childhood, and adolescence. It also partners with governments and other NGOs on the adoption of its programme to spread the Mentor Mother Model and its benefits. m2m has a track record of scaling its services and proven impact. To date, m2m has reached over 11M women and children under two, and created more than 11,000 jobs for African women living with HIV. For more, visit www.m2m.org.

PURPOSE

To provide procurement, logistical and administrative support services ensuring a conducive working environment, efficient and effective supply chain, fleet and customer service operations in line with m2m policy, national and international best practices.



KEY PERFORMANCE AREAS

General Office Administration and Coordination

  • Take overall responsibility for the day to day running of the administration section and logistical support of the office.
  • In close consultation with the Country Finance Manager, conduct periodical review, design and implementation/coordination of administrative systems and procedures that best fit the delivery of Country office activities in line with relevant m2m guidelines.
  • Oversee the office reception and coordination of front desk customer service operations
  • Ensure timely and accurate documentation and report dissemination


Procurement and Logistics

  • Oversee the negotiations for corporate agreements on booking venues for M2M meetings, workshops, seminars, conferences office parties, etc and ensuring cost effectiveness of the same.
  • Source vendors/service providers as required in accordance with the m2m procurement process.
  • Coordinate key vendor/supplier relationships.
  • Ensure that the Office has an up-to-date database of all the relevant service providers of venues for events and other administrative services.
  • Contact vendors and source quotations for goods/services needed by m2m
  • Work with the CFM to perform Competitive Bids Analysis for the Simple quotations (low value procurements)
  • Coordinate implementation of the procurement function in line with m2m policy, statutory frameworks, donor requirements and international best practices
  • In collaboration with the Finance Manager, manage the stocks and Inventory in line with relevant guidelines; of Receive goods into store/ warehouse & issue goods receive notes, and ensure safety and cleanliness of all items in the store
  • Ensure Value for Money for all goods and services delivered to administration function
  • Management of all m2m assets, performing regular asset verification, update the asset register and ensure safety of all assets where ever they are.


Fleet and staff travel operations

  • Working with the assigned Driver, Coordinate receipt and consolidation of weekly travel plans
  • Keep track of vehicle use and maintenance to ensure timely repair and servicing
  • Ensure that staff and visitors travel and accommodation is well managed and coordinated efficiently in line with relevant m2m policies.
  • Ensure all vehicles & motorcycles are comprehensively insured.


People Management and Supervision

  • Manage performance of Drivers and Facilities Assistants, in line with the m2m performance management framework
  • Institute mechanisms for dissemination and adoption of m2m policies amongst the Drivers and Facilities Assistants
  • Promote a values-based culture amongst the Drivers and Facilities Assistants
  • Institute mechanisms for promoting employee wellness for the Drivers and Facilities Assistants in line with m2m wellness framework
  • Coordinate exit management for direct reports
  • Perform any other duties assigned by the Country Finance Manager
Job Requirements

QUALIFICATIONS

  • A minimum of a Bachelor’s Degree in Procurement, Office Management, Administration majoring in Management or related field. Additional training or the experience in procurement, logistics and fleet management is an added advantage.
  • At least 2 years’ experience in procurement or office administration preferably in an INGO
  • Supervisory experience in managing a small team of other junior support staff, would be advantageous.
  • Experience of working with local partners and District Local Government in Health, Education, HIV/AIDS or Child Protection program delivery.


COMPETENCIES

  • A passion for m2m’s vision and mission
  • A strong commitment to the m2m values of teamwork, diversity, integrity, passion, dedication, commitment, and compassion.
  • Accountable for making decisions and managing resources efficiently
  • Strong analytical skills with attention to details and accuracy
  • Builds and maintains effective relationships with the team, colleagues, vendors and clients.
  • Service Oriented with an ambition to deliver on commitments as per agreed timelines.
  • Takes responsibility for own personal development and encourages others to do the same.
  • Develops and encourages new and innovative solutions.
  • A high degree of honesty, encourages openness and transparency.
  • Approachable and a good listener.
mothers2mothers is an equal opportunity employer. We particularly encourage applications from people living with HIV and AIDS (PLWHA), people with disabilities, women and previously disadvantaged people. Competitive salary packages will be negotiable in accordance with m2m’s remuneration policies.


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