Summary
Date Posted: Wednesday, January 17 2024, Base Salary: Not Disclosed

JOB DETAILS:
Position Overview
• The role is responsible for coordinating the department work and supporting the head of the department. He/She coordinates department functions, assuming all the department reporting needs. Manage and report on the department petty cash and all department expense processing, monitoring, and documentation. He/She is charged with dissemination of relevant department information; impact reports, audit, and accreditation reports, Project reports, Annual department tracking indicators, permit applications, letters, etc.…as well as supporting smooth operations of the infrastructure department. The position further supports the Head of Infrastructure in writing the Division’s policies, roll out of new systems and processes. The role further supports the head of the department in planning and coordination of department meetings and events with both internal and external teams and stakeholders, host infrastructure stakeholder visits and coordinate with HR on onboarding of new department teams, new staff, interns, volunteers, etc.

Responsibilities
• Assist with the write-up and dissemination of all department policies, procedures and systems including but not limited to; facility maintenance policies, standard procedures to guide the planning and development of new capital projects
• Prepare, document and report on all departmental level meetings including monthly department team meetings
• Represent the department in interdepartmental meetings that concern the infrastructure department
• Develop streamlined tracking and follow-ups on all Infrastructure department procurement requests serving as a liaison between Infrastructure and Procurement department.
• Manage the infrastructure department’s petty cash funds
• File all contractor payment requests with all supporting documents and ensure their timely approval and payment
• Coordinate department team, contractor transport needs working with procurement and logistics team department
• Support the Director of Infrastructure in making timely follow-up on key department functions keeping all managers focused on the key department priorities.
• Develop and maintain a clear department filling system and archive of key documents
• Provide general support to infrastructure department visitors
• Coordinate the orientation of new team members of the infrastructure department
• Serve as a backup departmental resource in periods where key department staff take vacation days.
• Support in resolving any departmental administrative and coordination issues and perform other tasks as assigned

Requirements/Qualifications
• Minimum of 2-3 years of work experience in providing operational coordination and administrative services preferably in the field of infrastructure and/or facilities maintenance.
• Minimum of bachelor’s degree in management, leadership and organizational development, facilities/estate management, architecture, business management, or a related field from a recognized institution
• Fluency in Microsoft Word, Excel, PowerPoint, Microsoft Project, one drive, google drive and other specialized design Software and storage drives
• Ability to work independently and take initiative; must be a quick learner, able to multi-task and easily adapt to changing circumstances
• High attention to detail
• Exceptional interpersonal skills including ability to interact professionally with culturally diverse staff, partners, and clients
• Advanced organizational skills and capacity to handle multiple assignments and meet deadlines with attention to detail and quality
• Ability to effectively work with the team in a complex, fast-paced environment
• Demonstrated maturity and judgment
• Passion for social justice and desire to contribute to global health education; and
• Ability to collaborate effectively with culturally diverse staff across departments and organizations.

Education Requirement: No Requirements

Work Hours: 8

Experience in Months: 24

Level of Education:

Job application procedure
• Applicants should provide: (1) curriculum vitae, (2) Degree, (3) A cover letter describing your interest in UGHE and relevant experience. Please upload these under the ‘Additional Files’ tab on the application page before 17th February 2024. 
https://www.pih.org/pages/employment?p=job%2Fo2rWqfwz 
• UGHE is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

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