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UPHL takesover professional management of three properties belonging to Uganda Railways Corporation in Kenya

Organizational Roles

1. Board of directors

The overarching role of UPHL’s board of directors is to ensure that UPHL fulfills its mandate. The deliberations and decisions of the board are steered by the chairperson the board. the board’s deliberations and decisions are based on the recommendations of board committees, which should include the following:

• Audit committee

• Finance and administration committee

• Assets and technical committee.

• Ad hoc committee The committees serve to analyse pertinent issues and make recommendations to the full board

 

2. Board chairperson

The board of directors shall meet atleast twice in a year. The role of the board chairperson is to ensure that the board executes its responsibilities efficiently and effectively. The responsibilities of the chairperson of the board include:

• Ensuring that board and board committee meetings result into actionable, appropriate and timely decisions.

• Ensuring that the government is provided with timely and reliable information about the operations of UPHL.

• Effective advocacy of UPHL vision, mission and strategy.

 

3. Board committees

a. Audit Committee

The role of the audit committee is to oversee internal and external audit operations. it ensures that;

• Both internal and external audit operations are carried out expeditiously and in accordance with best practice.

• The recommendations of both the external and internal auditors are referenced in all board decisions.

 

The composition of all Audit Committee is limited to external Board members. It includes three members one of whom should have the appropriate professional qualification or experience. The audit Committee shall meet at least once every three months.

 

b. Finance and administration committee

The role of the finance and administration committee (FAC) is two fold:

1. To review the financial and investments plans of the company.

2. To oversee the administrative activities of the company. Thus, the FAC ensures that;

• Staff recruitment policies and practices are compatible with strategy and in accordance with best practice.

• Staff development policies and practices are compatible with strategy and in accordance with best practice.

• Staff retention policies and practices are compatible with strategy and in accordance with best practice.

• Budget proposals are prudent, realistic, attainable and in accordance with best practice.

• Investment proposals are prudent, realistic, attainable policies and in accordance with best practice.

• Executive is empowered adequately to meet the approved budget and investment targets.

• Procurement officer’s activities and reports are viewed thoroughly and referenced in the respective board decisions.

• Financial performance reports are timely and accurate.

• Investment performance reports are timely and accurate.

 

The composition of the finance and administration committee should include the Managing Director and at least 3 (three) external Board Members. It must include members with the appropriate professional qualification or experience.

 

The FAC shall meet at least once every three months.

 

c. Assets and Technical Committee

The role of Assets and Technical Committee (ATC) is to oversee activites that are aimed at acquiring, renovating or disposing of real estate property. The ATC ensures that:

• Appropriate priorities are set and followed in acquiring, renovating or disposing of real estate property.

 

The composition of the asset and technical committee should include the maning Director and at least 3 (three) external Board members. It must include a member with appropriate professional qualification or experience. The ATC shall meet at least once every three months.

 

d. Ad hoc committees

The role of the ad hoc committees is to expedite the analysis and resolution of extraordinary events and issues. Their composition, meeting frequency and tenure depend on the circumstances.

 

3. Managing director

The overarching role of managing director is to provide effective leadership to the staff of UPHL. His/her responsibilities include:

• Ensuring efficient and effective execution of all board decisions.

• Providing reliable and timely information to the board and board committees.

• Analyzing thoroughly key issues pertaining to the implementation of the UPHL mandate and strategy.

• Steering the management committee effectively.

• Managing senior staff effectively.

• Maintain a positive image of UPHL among key stakeholders.

• Advocating effectively the vision, mission and strategy of UPHL.

 

4. PERSONAL SECRETARY

Responsible for providing effective and efficient administrative and secretarial support to the managing director His/her roles include:

1. Provide administrative, secretarial and logistical support to the managing director including typing documents, photocopying, filing and timely dispatch of correspondences to relevant offices taking into account urgency and confidentiality.

2. Make appointments for the managing director, maintain a diary for important events including meetings, workshops and visits, and where necessary follow up to maintain those appointments.

3. Attend to managing director’s visitors and callers, provide and respond to routine information needs and enquiries.

4. Track and ensure proper flow of documents that are forwarded to the managing director for approval or signature and ensure the documents promptly returned to respective officers. 5. Sort incoming external correspondence addressed to the managing Director’s office, and forward those that donot need his/her attention to relevant officers for attention.

6. Ensure accurate and up-todate record keeping and filing in the managing Director’s office.

7. Monitor the usage of office supplies in the managing director’s office and promptly requisition for replenishments.

8. Prepare and type communication materials and routine reports as directed by the managing director

9. Any other duty assigned by the Managing Director.

 

5. Internal auditor

The overarching role of the internal auditor is to ensure prudent risk management and resources use in UPHL. His/her responsibilities include;

• Ensuring efficient and effective execution of all board and board committee decisions.

• Providing reliable and timely information, especially on risk management and resources ue probity, to the appropriate audit committee of the board, the managing director and the management committee.

• Analysing thoroughly key issues pertaining to internal and external audits.

• Managing the assistant auditor effectively. • Maintaining a positive working relationship with external auditors.

• Maintaining a positive working relationship with other senior managers.

 

6. Company secretary

His/her responsibilities include:

• Custody of the UPHL Company Seal.

• Maintaining accurate, timely, relevant, adequate and otherwise reliable information on the deliberations and decisions of the Board of Directors.

• Ensuring efficient and effective execution of all management committee decisions.

• Managing the legal officer effectively.

• Maintain a positive working relationship with other senior managers.

 

7. MANAGER FINACE AND ADMINISTRATION

The overarching role of Manager – Finance & Administration is to ensure effective and efficient mobilization and deployment of financial resources. His/her responsibilities include:

• Ensuring efficient and effective execution of all Management Committee Decisions.

• Providing reliable and timely information, especially on financial matters, to the Managing Director and the Management Committee.

• Analyzing thoroughly key issues pertaining to UPHL’s financial resources.

• Analyzing thoroughly key issues pertaining to Human Resources.

• Providing reliable and timely information, especially on ICT matters, to the Managing Director and the Management Committee.

• Analyzing thoroughly key issues pertaining to UPHL’s information and communication technology resources.

• Managing the Accountant, the Human Resources Officer, and the Information Technology Assistant effectively.

• Maintaining a positive working relationship with other Senior Managers.

 

8. Branch in-charge Mombasa

The overarching role of branch inchargemombasais to ensure value for money in all actions pertaining to UPHL’s acquisition, maintenance, and letting of real estate, and disposal of Physical and Intangible Assets. His/her responsibilities include:

• Ensuring efficient and effective execution of all decisions by Manager finance and operations .

• Providing reliable and timely information , especially on operational matters, to the Manager finance and operations.

• Analyzing thoroughly key issues pertaining to real estate Operations in Mombasa

• Managing the Mombasa branch staff effectively.

• Maintaining a positive working relationship with other Senior Managers.

 

9. Branch in-charge Uganda

The overarching role of branch inchargemombasais to ensure value for money in all actions pertaining to UPHL’s acquisition, maintenance, and letting of real estate, and disposal of Physical and Intangible Assets. His/her responsibilities include:

• Ensuring efficient and effective execution of all decisions by Manager finance and operations .

• Providing reliable and timely information, especially on operational matters, to the Manager finance and operations.

• Analyzing thoroughly key issues pertaining to real estate Operations in uganda

• Managing the uganda staff effectively.

• Maintaining a positive working relationship with other Senior Managers.

 

10. Senior procurement officer

The senior procurement officer is mainly responsible for the entire planning, execution and implementation of the procurement function of UPHL, ensuring the availability of an adequate supply of high quality and cost effective goods and services at all times. His / her responsibilities include:

Coordinate and monitor implementation of procurement activities, ensure they are carried out in line with the approved delegation of authority protocol and inaccordance with procurement, guidelines, policies and procedures of the government of uganda.

• Track and forecast the key cost drivers and market factors affecting approved range of products and implement appropriate sourcing strategies to achieve value for money and to assure an adequate source of supply.

• Develop and implement systems for proper identificationand prequalificationof suppliers of goods and services, and advise management on forecasts and procurement planning. • Prepare contracts, develop and implement systems for monitoring and evaluating suppliers’ performance.

• Draw the annual procurement plan for items, manage and optimise suppliers’ performance, monitor and evaluate implementation process.

• Ensure accurate maintainace and safe storage of records for all procurement activities in department.

• Maintain and promote sound relationship with suppliers and service providers to foster feedback and continuous improvement.

• Manage the performance and development of staff in line with the human resource manual.

• Reviewing and approving all purchase orders for any item to be purchased.

 

11. AGENT LONDON

The overarching role of the Agent London is to ensure value for money in all actionspertaining to UPHL’s acquisition, maintenance and letting of real estate, and disposing of physical and intangible assets in London. His/ her responsibilities include:

• Ensuing efficient and effective execution of all decisions by Manager finance and operations

• Manager of the properties owned by UPHL in London

• Providing reliable and timely information, especially on operational matter, to the manager fiancé and operations.

• Analysing thoroughly key issues pertaining to real estate operations in London.

• Maintaining a positive working relationship with the principle.

 

12. HUMAN RESOURCE OFFICER

Responsible for effective and responsive support to the Manager Finance and Operations in the areas of recruitment, induction and orientation, coordination of the training function, record keeping, reporting, and processing the payroll as well as staff welfare. His/ her responsibilities include:

• Provide effective and responsive human resource support services in the areas of recruitment, appraisal and staff welfare.

• Respond to queries from members of staff on terms of employment, contractual issues and provide career guidance, counselling and advice to staff with social or work related problems.

• Coordinate induction/ orientationprogrammes for newly appointed staff including pro-actively liaising with relevantdepartmentsto agree induction programme, distribute new arrivals information pack, monitor and evaluate induction programmes.

• Pro activity follow up issues relating to renewal of staff employment contracts and liaise with heads of departments for review of existing and preparation of new job descriptions.

• Provide effective coordination for the training function at UPHL, including proactively liaising with individual staff and mangers to identify training and development needs, drafting an annual training plan, ensuring approved training programmes are carried out and their impact evaluated, and maintain accurate records on the training and development activities.

• Manage the payroll functions accurately and in a timely

 

13. ACCOUNTANT

• Reconcile supplier accounts and prepare weekly suppliers’ payment schedules.

• Track supplier payments and record data on the approved supplier tracking template.

• Manage and reconcile claims against respective purchase orders.

• Promptly journalise inventory adjustments for purchase returns, expiries, damages, donations and internally consumed stock items.

• Carry out bank reconciliations and prepare reconciliation statements on UPHL bank accounts in line with UPHL financial accounting procedures.

• Compile and submit quality monthly vendor report in agreed format.

• Supervise the cashier in relation to receipts (verify cash received on daily basis and make sure it is banked intact.)

• Correctly file and safeguard all documents relating to the assigned function.

• Participate in development and implementation of operational plan activities for the section.

• Post all payments made to the supplier in the sage system.

• Promptly journalise all adjustments and routine journals ie stock adjustments, pay will

• Effectively reconcile bank accounts to bank statements and report by reconciling items

• Compile and submit quality monthly vendors reports

• Any other duties assigned by the supervisors.

 

14. SUPERINTENDENT

The superintendent is mainly responsible for assisting a more senior officer with building and grounds maintenance, minor works projects and supporting general estate management. His/her roles include:

• Ensures that the buildings have tenants

• Ensures that the buildings are secure

• Ensures that the buildings are well maintained.

• To be the responsive of UPHL on the buildings

 

15. ACCOUNTS ASSISTANT

Responsible for invoicing customer orders and preparing customers accounts statements in accordance with UPHL finance guidelines His/her duties include:

• Verify information on customer cards against transactions made to ensure validity of documents and customer accounts, and follow up anomalies with the relevant officers.

• Check the correctness of Performa invoices (PFI), ensure that all are confirmed by the relevant officers, verify the credit limits and seek for credit approval.

• Carry out daily reconciliation of MACs sales to sage posted values and report any anomalies to head of accounts.

• Advice cash customers to pay on PFI and promptly invoice picked orders

• Provide relevant information and guidance to customers and sales staff so that financial guidelines and requirements are correctly followed.

• Ensure safe custody of UPHL invoice stationery and arrange for replenishment in accordance with UPHL administrative policies and procedures.

• Correctly file and safeguard all documents relating to the assigned function.

 

16. IT ASSISTANT

To provide technical assistance to IT users His/her duties include:

• Provide effective IT helpdesk technical support, guidance and advice to staff on issues relating to computer hard ware and software including word processing, printing, spread sheet, internet and other specialised software.

• Regularly inspect all IT software, hardware and other related equipment, evaluate their usage, effectiveness and adequacy for users; submit recommendations to IT officer.

• Manage, monitor and report on performance of Information systems equipment including PABX and telephone system, PCs and printers and presentation equipment.

• Provide training services to staff in using IT equipment and software etc in a manner safe to the individual and other people.

• Maintain logs and records for IT equipment usage. • Provide support in design and generation of reports for different user departments.

• Set up power point and other IT presentation programs and equipment for users and ensure their safe custody.

 

17. SUPPORT STAFF

Responsible for handling support activities including office communication in terms of incoming and outgoing mails. His /her roles include:

1. Ensuring a proper filing system of the company.

2. Ensure the cleanliness of the offices.

3. Receive visitors and direct them to the respective offices

4. Receive and make official calls, emails for the company and disseminate the information to the right offices.

5. Receive company mails and dispatch outgoing mails in a timely way.

6. Ensure proper etiquette in office management.

7. Any other duties as may be assigned by the HR Officer.