Uganda Jobs Uganda Administration Officer Usaid Project Jobs – Wei/Bantwana Jobs

Jobs in Kampala Uganda Uganda Jobs Jobs in Kampala Administration Officer Usaid Project Jobs – Wei/Bantwana Jobs in Kampala at Uganda Jobs Administration Officer Usaid Project Jobs – Wei/Bantwana Employment opportunities Uganda Jobs

Job Title    Administration Officer
Organisation WEI/Bantwana



Reports to Program Director
Duty Station Uganda
 
About US
WEI/Bantwana Initiative is a Non-Governmental Organization that helps families and children orphaned and made vulnerable by HIV/AIDS to access the comprehensive support and care they need to grow into healthy adults.
 
Job Summary  The Administration Officer will provide supervision, coordination and control over general administrative support and logistical activities of the regional office, management of the petty cash, payments, office cleanliness, office security and staff welfare.
 
Key Duties and Responsibilities 
Reception/Front desk management
Receiving and welcoming visitors at the Office and attending to them appropriately; receives applications, invoices, and any other documents as may be delivered and distributing them to specific individual
Responsible for maintaining the reception area in a well-organized and presentable state
Answering phones and scheduling appointments/ meetings
Photocopying and ensuring a proper filing system at the office; Set up and update project and administrative files.
Supporting administrative functions on day to day basis          
Supervise the proper maintenance of office premises and surrounding environment to ensure its cleanliness and good state of repair at all times.
Ensure office security and all staff safety procedures are in place, adhered to and report any deviations to your supervisor for corrective action.
Handle Regional Office imprest and ensure timely payments, reconciliation and replenishment
Ensure timely payment of all received utilities e.g. water, electricity place requests for payment
Manage and coordinate all events ensuring quality service levels for staff welfare such as break teas, staff parties and get-togethers.
Ensure the set-up of an accessible filling system for both administrative and program documentation and update project and administrative files.
Ensures timely and proper set-up of meeting/Boardroom venues for meetings
Staff Supervision and management
Ensures that regional office is clean at all times by effectively supervising the office assistant, motivating them, and instilling discipline.
Implements performance management processes and regularly set targets for staff under your supervision and conducts effective staff appraisals.
Trouble shoot administrative issues as they arise and help the Program Director to raise effective solutions rooted in policy.
HR Activities support
Ensures all staff fill in their timesheets and forward them to HR Office monthly. Assist in making follow-ups for staff medical cards and addition to other insurance schemes by providing updated staff information on a regular basis.
Maintain an updated staff leave schedule in coordination with supervisor and HR Manager.
Logistics Activities support       
Ensures that vehicle policy guidelines are effectively followed by both staff, internal and outsourced drivers.
Manage and coordinate all staff travel arrangement including booking for staff accommodation in the Region and in Kampala
Integrate movement plans for Program Team for efficient vehicle allocation
Coordinate with Head Office Procurement team to ensure motor vehicles and cycles are serviced and refueled on time
Assemble source documentation to support fuel and service payments for review by the Finance Officer before dispatch to Kampala for payment.
Ensuring Value for money/Procurement      
Participate in the planning for regional program activities and advise on best practice for initiation of procurement requirements
Assist with the procurements of all administrative goods/services.
Identify, and manage the negotiation, execution, performance and termination of contracts for small vendors.
Ensure Value for Money for all goods and services procured locally and report deviations to Head Office for corrective action
Assemble documentation for all local procurement activity for Supervisory review and onward transmission to Head Office for execution/payment
Supervise regionally contracted service providers of security, courier, staff accommodation to ensure compliance to contract provisions
Assets Management/Stores keeping   
Manage the proper use and maintenance of assets i.e. furniture, generators,
computers, copiers/printers, etc. facilitating the servicing of such equipment as and when required
Manage the periodic projection, requisitioning, delivery inventorying and issue of office stationery and kitchen supplies.
Maintain a stores ledger of all stock, carrying out periodic monthly stock-counts, reconciliations and filing reports with the Finance Officer.
Conduct periodic monthly-quarterly asset verifications, update Regional assets register and file a copy with the Finance Officer and Head Office in Kampala
Issue out equipment, items, office supplies upon requisition by staff
Place payment requests for goods delivered
Reporting    
Regularly ensures that all administrative activities are documented also by taking adequate minutes during meetings.
Any other added professional roles by your supervisor
 


Qualifications, Skills and Experience
The ideal candidate must hold a University degree/ diploma qualification in relevant studies such as Business Management, Business Administration or Bachelor of Human Resource Management
Three years of administrative/program work experience, particularly on donor- funded NGO projects.
Familiarity with donor project management policies, procedures and requirements.
Strong ability to quickly assemble knowledge of program management.
Strong interpersonal skills and ability to work in teams.
Good computer literacy Microsoft office package.
Experience in preparation and presentation of reports.
 
WEI/B takes the prevention of sexual exploitation, abuse and harassment seriously, and the successful candidate will be expected to submit a certificate of good conduct from Interpol.
 
How to Apply
All candidates should send their applications including CV and supporting materials to weirecruitment@ug.worlded.org
 
Deadline Friday, 23rd July 2021
 

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Jobs in Kampala Uganda Uganda Jobs Jobs in Kampala Administration Officer Usaid Project Jobs – Wei/Bantwana Jobs in Kampala at Uganda Jobs Administration Officer Usaid Project Jobs – Wei/Bantwana Employment opportunities Uganda Jobs

For more jobs in Uganda visit ugandajobss.blogspot.com

Brown Alex Friday, 16 July 2021 Employment opportunities at Kampala Jobs in Kampala Uganda Jobs Uganda Jobs