Sr Administrative Officer – Uganda (National)

at Church World Service
Location Kampala, Uganda
Date Posted February 11, 2024
Category Admin & Office
Job Type FULL_TIME
Currency UGX

Description

The position will coordinate office operations and procedures to ensure organizational effectiveness and efficiency. The position will also support the planning, training, quality control, and monitoring of the Logistics, General Services and Office Management teams in the sub office.

Key relationships

Internal to CWS:

Finance and Administration Manager
Country Representative
Sub office staff
External

Vendors
UNHCR, IOM
RPC
Other NGOs (HIAS and RefugePoint)
Resettlement Agencies
Working Environment

Office and/work from home environment.
Periodic travel to the main office as may be required
Leadership and management (20%

Organizes and supervises the Field administrative functions (Logistics, property, procurement and General Services) of the CWS Field office ensuring they are professional, effective and efficient.
Ensures the relevant SOPs are regularly updated and stored and training sessions on the same arranged.
Develops and maintains good working relationship with external partners, vendors, contractors and other stakeholder.
Provides originality, initiative and good judgment in applying CWS RSC policies to new and unusual problems.
Ensures maintenance of a filing system that facilitates easy retrieval of the administrative documents for the Logistics, Finance, General Services and Office Management units.
Liaises with the Admin Assistant and the General Service Officer to ensure a clean working environment is regularly maintained, Coordinate meetings and organize staff events.
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

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