Senior Administrative Officer - Uganda (National)
OrganizationPosted30 Jan 2024 Closing date12 Feb 2024
Position Title: Senior Administrative Officer

Reports To: Finance and Administration Manager

Supervises: None

Division: CWS Africa

Provides direct supervision and leadership to Logistics, General Services and Office Management staff including yearly performance evaluations, developing job descriptions, participating in hiring and coordinating leave.
Manages the development and implementation of training modules for new field staff in the Logistics, Finance, General Services and Office Management units.
Monitors and ensures a safe, healthy and professional work environment for the Logistics, Finance, General Services and Office Management units.
Actively supports staff by promoting safe space, open-door policy and the escalation policy.
Ensures and manages working resources availed to staff in the Logistics, General Services and Office Management units.
Data management(10%)

Supports the annual budgeting process by overseeing projections for units under their supervision and costing out of items proposed in the budget.
Compliance:(25%)

Oversees all field logistics, finance, procurement, property, and office management functions and ensures strict compliance with CWS RSC Africa’s SOPs, Cooperative Agreement and 2 CFR 200.
Administration (logistics, Property, procurement General Services and Office management) 40%:

Oversees the reorder level of all stores supplies and ensures there are no stock outs and that adequate inventory levels are maintained for all supplies.
Conducts regular market surveys to determine the best price for quality goods and services in conjunction with any appointed specialists by getting the cost estimates which are then compared against the quotes for large purchases.
Manages timelines around Request for Proposals (RFP) to ensure professional and timely delivery of goods and services.
Provides oversight on all field office equipment and motor pool and ensures a maintenance schedule of CWS RSC Africa’s property is maintained and adequate security is in place against theft or damage.
Supervises the requisition, maintenance, and inventory of expendable and non-expendable equipment for the CWS Uganda office.
Ensures the quarterly stock-take of inventory is complete and ensures the report on variances is prepared and submitted and recommendation on replacement/purchase of new equipment is made.
Liaises regularly with the Landlord to ensure services are delivered and accounted for properly.
Additional responsibilities 5%

Any other duties that may be assigned by the Finance and Adm Manager

Qualifications:

Experience:

5 years of paid work experience required
Minimum of one (1) year of supervisory experience, with three (3) years preferred, with an international NGO in a similar position required.
Two (2) years of work experience in an organization that adheres to US Government CFR 200 required.
Supervisory experience of at least 1 year, managing a minimum of 3 persons
Experience of at least one year in startup office implementation
Skills:

Strong computer skills, in particular Microsoft Excel, Word, Outlook and Access required
Excellent organizational and time management skills
Strong verbal and written English language skills
Working knowledge of Sage ERP System Working knowledge of the 2 CFR 200
Knowledge of Ugandan laws and customs preferred
Education & Certifications:

Bachelor’s degree in business administration, Commerce, Strategic Management or a related field, or four (4) years additional work experience required in lieu of a Bachelor’s degree.
Master’s Degree preferred.
Abilities:

Supervise staff to ensure policies and procedures are implemented and executed in accordance with guidelines and standard operating procedures;
Maintain a high performance standard with attention to detail, completing tasks within set timeframes;