International Non-profit Jobs – Administrative Officer at Twaweza

Organization: Twaweza
Duty
Station:
 Kampala, Uganda
Reports to: Manager, Operations
About
US:
Twaweza is an independent East
African initiative that was established in 2009 by Rakesh Rajani, a Tanzanian
civil society leader who founded HakiElimu and served as its first executive
director until the end of 2007. Twaweza’s approach and theory of change is
built on the lessons from the HakiElimu experience, as well as wide ranging
conversations across East Africa conducted through 2008 and a review of the
literature. Hivos provided the incubation space for Twaweza’s development, and
currently houses the initiative before it becomes fully independent by 2014.
Hivos is registered in Kenya, Tanzania and Uganda as a non-profit company
(company limited by guarantee with no share capital).
Job Summary:  The Administrative Officer will handle all procurement
and asset management issues in accordance with general acceptable procurement and
asset management policies. The incumbent will oversee office management and key
administrative matters across our three East Africa offices, ensuring quality
operations management throughout Twaweza, and full, effective compliance with
policies and procedures by all staff.
Key Duties and Responsibilities:  
  • Establish clear, effective and efficient procurement
    procedures and manage procurement in a manner that is transparent, fair,
    in accordance with policy and ensures Twaweza value for money, and keep
    proper records; ensure all service providers and suppliers are effectively
    managed.
  • Procures office equipment and supplies and support
    the Admin Assistant to maintain a sufficient stock of office stationery
    and supplies.
  • Manage office premises to ensure they are in good
    state of repair and maintenance at all times through liaison with landlord
    and service providers.
  • Ensure that office equipment and machinery such as
    computers, furniture, photocopy, air conditioners, etc are well maintained
    and serviced regularly.
  • Ensure ongoing and satisfactory maintenance of
    Twaweza vehicle/s
  • Responsible for managing assets, assignment and
    movement; maintain an updated and accurate asset register, and room lists,
    and ensure that all assets are properly labelled and whereabouts regularly
    verified
  • Manage effective office security, including liaison
    with security company and ensuring adherence to office security and safety
    policies for all staff and visitors.
  • Oversee all services provided on a regular basis and
    provide good value; process and ensure that all office running related
    bills are paid on time.
  • Compile and submit monthly, quarterly and annual
    reports up to stands and ensure that the reports are used as a tool for
    performance (e.g. Insurance, keys, etc.).
  • Actively support the Operations Manager in preparing
    the unit’s Annual plan, budgets and any other relevant reports.
  • Successfully implement above responsibilities and
    assigned activities in work plans and budgets, consistent with Twaweza
    Policies.
  • Significantly contribute effectively to planning,
    monitoring, reporting and information dissemination of Twaweza’s work.
  • Actively collaborate with Twaweza staff across units
    and countries in a spirit of mutual respect and cooperation to get things
    done.
  • Communicate your work through active use of internal
    platform (SalesForce), electronic calendar (Gcal) and being accessible on
    electronic chat (Skype) as per Twaweza requirements.
  • Participate actively in organization-wide learning
    and other joint activities.
  • Comply with and foster adherence to the established
    Twaweza values, policies, regulations, guidelines and procedures.
  • Perform any other lawful tasks as may be assigned by
    your Supervisor, respective Director and/or Executive Director.
Qualifications, Skills and Experience:  
  • The applicants should hold a bachelor’s degree in Public
    Administration, Business Administration, or other relevant discipline.
  • Technical proficient in managing the tasks mentioned
    above.
  • A minimum of four or more years’ experience related
    to the responsibilities.
  • Ability to take personal initiative, get things done
    really well, and fast.
  • Demonstrated high integrity; excellent references.
  • Excellent organizational, reporting and management
    skills.
  • Proficiency in spoken and written English and
    Kiswahili.
How to Apply:  
All candidates are strongly encouraged
to send their applications including an updated CV (max 4 pages) to: jobs@twaweza.org with a cover letter
explaining your interests/motivations to work for Twaweza, and two samples of
your written work and names of three referees, in MS Word or PDF file. In the
subject of your email write your name and the position you are applying for.

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