Job Title: Administration Officer
Organization: Catholic
Relief Services (CRS)
Relief Services (CRS)
Funding Source: U.S. Agency
for International Development (USAID)
for International Development (USAID)
Project Name: Sustainable
Outcomes for Children and Youth in Central and Western Uganda
Outcomes for Children and Youth in Central and Western Uganda
Duty Station: Kampala,
Uganda
Uganda
Reports to: OVC Project
Finance and Operations Manager
Finance and Operations Manager
About US:
Catholic Relief Services (CRS) is an International non-profit
organization whose commitment is to assist the poor and vulnerable overseas set
out by the Bishops of the United States. Our Catholic identity is at the heart
of our mission and operations. We welcome as a part of our staff and as
partners people of all faiths and secular traditions who share our values and
our commitment to serving those in need.
organization whose commitment is to assist the poor and vulnerable overseas set
out by the Bishops of the United States. Our Catholic identity is at the heart
of our mission and operations. We welcome as a part of our staff and as
partners people of all faiths and secular traditions who share our values and
our commitment to serving those in need.
About USAID CRS Project:
CRS will be implementing a “Sustainable Outcomes for Children and
Youth in Central and Western Uganda” project over the next five years. The
Project will improve the health, nutrition, education and psychosocial wellbeing
of vulnerable populations, as well as reduce abuse, exploitation and neglect to
a minimum of 625,000 children and 101,500 households in 17 districts in central
and western Uganda. The consortium partners include Action for Community
Development (ACODEV), African Network for Prevention and Protection against
Child Abuse and Neglect (ANPPCAN), TPO Uganda, and Futures Group. There will be
three project offices: Kampala, Kasese, and Mbarara. Approximately, 30 staff
will support this project of $38.5 million through USAID funding.
Youth in Central and Western Uganda” project over the next five years. The
Project will improve the health, nutrition, education and psychosocial wellbeing
of vulnerable populations, as well as reduce abuse, exploitation and neglect to
a minimum of 625,000 children and 101,500 households in 17 districts in central
and western Uganda. The consortium partners include Action for Community
Development (ACODEV), African Network for Prevention and Protection against
Child Abuse and Neglect (ANPPCAN), TPO Uganda, and Futures Group. There will be
three project offices: Kampala, Kasese, and Mbarara. Approximately, 30 staff
will support this project of $38.5 million through USAID funding.
Job Summary: The Administration Officer will support the
OVC Project Finance and Operations Manager in implementing the administrative
functions related to handling CRS Kampala office and residential premises
leases, maintenance & repairs; administration service contracts, inventory,
petty cash and All Risk Insurance.
OVC Project Finance and Operations Manager in implementing the administrative
functions related to handling CRS Kampala office and residential premises
leases, maintenance & repairs; administration service contracts, inventory,
petty cash and All Risk Insurance.
Key Duties and
Responsibilities:
Responsibilities:
1. CRS Office Building and Residential Premises leasing:
- Manage the leasing of CRS office and
residential premises in compliance with CRS and other donor requirements. - Ensure that lease agreements and security
contracts are renewed in time and payments are timely effected. - Ensure timely deployment of guards and
installation of alarm systems at residences. - Assist in leasing CRS office and
residential premises at CRS Kampala office. - Locate houses and facilitate
leasing of the same using house agents - Facilitate administration of
the lease agreement. - Prior to entry into premises,
take inventory of items and general house condition. - Upon expiry or termination of
lease agreement ensure renovations/hand over of premises as per contract
agreement and all outstanding bills are settled by either party as may be
required. - Office, Residential and Equipment
Maintenance and Repair Works:
o Manage
the office, residential and equipment maintenance and repair works in
compliance to CRS policies and procedures.
the office, residential and equipment maintenance and repair works in
compliance to CRS policies and procedures.
o Ensure
service schedules for all office equipment and refurbishments are maintained as
appropriate to include computers, printers, photocopier maintenance, fire
extinguishers replenishments, air conditioner, PABX/telephone and generator
servicing and office refurbishments like painting, etc.
service schedules for all office equipment and refurbishments are maintained as
appropriate to include computers, printers, photocopier maintenance, fire
extinguishers replenishments, air conditioner, PABX/telephone and generator
servicing and office refurbishments like painting, etc.
·
Office Space Allocation and Facilities Cost
Allocation Reporting
Office Space Allocation and Facilities Cost
Allocation Reporting
o Arrange
office space for newly recruited staff and visitors ensuring furniture and
equipment are at their disposal for use in liaison with respective Heads of
Department and Program Managers.
office space for newly recruited staff and visitors ensuring furniture and
equipment are at their disposal for use in liaison with respective Heads of
Department and Program Managers.
o Send
monthly update CRS Kampala office space allocation template in compliance to
CRS facilities pool policy and procedure.
monthly update CRS Kampala office space allocation template in compliance to
CRS facilities pool policy and procedure.
o Ensure
all staff sitting space is properly allocated and recorded as per the updated
monthly Kampala office staff list & month end timesheet effort report
project budget allocations.
all staff sitting space is properly allocated and recorded as per the updated
monthly Kampala office staff list & month end timesheet effort report
project budget allocations.
o Send
to your supervisor and approved to finance for month end reporting.
to your supervisor and approved to finance for month end reporting.
2. Inventory Handling:
·
Recording:
Recording:
o Maintain
an accurate inventory of all CRS/Uganda assets in the fixed asset master
inventory as per the CRS Fixed Asset policy, ensuring proper numbering.
Maintain records by project, description, date of purchase, price, property
number, status, location – individuals, departments and partner.
an accurate inventory of all CRS/Uganda assets in the fixed asset master
inventory as per the CRS Fixed Asset policy, ensuring proper numbering.
Maintain records by project, description, date of purchase, price, property
number, status, location – individuals, departments and partner.
o Ensure
that all invoices, vouchers and all relevant purchase documents are filed.
that all invoices, vouchers and all relevant purchase documents are filed.
o Print
CRS property numbers on all assets at time of acquisition. Ensure that all assets
are engraved prior to dispatch to field locations or assigning to staff.
CRS property numbers on all assets at time of acquisition. Ensure that all assets
are engraved prior to dispatch to field locations or assigning to staff.
·
Transfer and allocation of items
Transfer and allocation of items
o Ensure
asset transfers between business units is in accordance with CRS policy and
donor requirements. By use of Asset Transfer Checklist:
asset transfers between business units is in accordance with CRS policy and
donor requirements. By use of Asset Transfer Checklist:
o In
charge of preparing asset transfer forms and attach all relevant purchase
documents that include invoices, receipts, vouchers, delivery forms, Good
received form, MOU or agreements as applicable.
charge of preparing asset transfer forms and attach all relevant purchase
documents that include invoices, receipts, vouchers, delivery forms, Good
received form, MOU or agreements as applicable.
o Ensure
all new staff sign inventory asset allocation forms for equipment/furniture in
their possession and maintain file copy.
all new staff sign inventory asset allocation forms for equipment/furniture in
their possession and maintain file copy.
o Transfer
forms are approved by project managers and receipt
forms are approved by project managers and receipt
o Work
closely with the Transport Controllers, Administrative staff at the Sub-offices
to arrange safe delivery of supplies to field office locations or partners.
closely with the Transport Controllers, Administrative staff at the Sub-offices
to arrange safe delivery of supplies to field office locations or partners.
o Prepare
Fixed Asset Notice form (FAN) in triplicates for purchases above $5000. A copy
each for submission to HQ in the month of acquisition or at transfer, fix asset
file and to finance office.
Fixed Asset Notice form (FAN) in triplicates for purchases above $5000. A copy
each for submission to HQ in the month of acquisition or at transfer, fix asset
file and to finance office.
·
Reporting:
Reporting:
o Monthly
reconcile Fixed Asset Register and Sun systems Ledger Accounts making
corrections to the Register and work with finance department staff to adjust
journal entries in Sun systems, as appropriate.
reconcile Fixed Asset Register and Sun systems Ledger Accounts making
corrections to the Register and work with finance department staff to adjust
journal entries in Sun systems, as appropriate.
o Take
personal responsibility to prepare and submit reconciled quarterly fixed assets
inventory reports to the Administration Manager by the 10th of every subsequent
month at the end of every quarter.
personal responsibility to prepare and submit reconciled quarterly fixed assets
inventory reports to the Administration Manager by the 10th of every subsequent
month at the end of every quarter.
·
Physical Verification of Assets
Physical Verification of Assets
o Carry
out physical verification of assets every six months – March & September,
reconcile master inventory and report to the Project Finance and Operations
Manager.
out physical verification of assets every six months – March & September,
reconcile master inventory and report to the Project Finance and Operations
Manager.
o Document
discrepancies from previous inventory such as loss, damage, condition, location
and Transfer.
discrepancies from previous inventory such as loss, damage, condition, location
and Transfer.
o Work
closely with sub office administrators to provide updated inventory records to
update the master inventory file.
closely with sub office administrators to provide updated inventory records to
update the master inventory file.
o Take
personal responsibility to ensure year-end inventory counts are correctly and
timely reconciled and reported to the Administration Manager by the 10th of
October.
personal responsibility to ensure year-end inventory counts are correctly and
timely reconciled and reported to the Administration Manager by the 10th of
October.
·
Managing the Property Disposal process
Managing the Property Disposal process
o Ensure
necessary approval as per donor or CRS policy requirements are obtained for
Disposal of Duly Free status properties, obtain proof of payment or waiver
prior to transfer of ownership.
necessary approval as per donor or CRS policy requirements are obtained for
Disposal of Duly Free status properties, obtain proof of payment or waiver
prior to transfer of ownership.
o By
use of Asset Disposal template, record all relevant information and seek
disposal approval.
use of Asset Disposal template, record all relevant information and seek
disposal approval.
o In
addition to inventory record, mention the current condition of items, reasons
for disposal, mode of disposal and witnesses that should include relevant
project staff.
addition to inventory record, mention the current condition of items, reasons
for disposal, mode of disposal and witnesses that should include relevant
project staff.
3. CRS Property Insurance handling
·
Annually update All Risk Insurance schedule and
initiate policy renewal process.
Annually update All Risk Insurance schedule and
initiate policy renewal process.
·
Maintain track schedule of All Risk insurance
claims.
Maintain track schedule of All Risk insurance
claims.
·
Expeditiously follow up theft related incidents
ensuring that all insurance procedures and relevant documentations are obtained
and submitted to the insurance provider.
Expeditiously follow up theft related incidents
ensuring that all insurance procedures and relevant documentations are obtained
and submitted to the insurance provider.
·
Ensure discharge vouchers from insurance are
filled and submitted for approval and relevant payments are effected.
Ensure discharge vouchers from insurance are
filled and submitted for approval and relevant payments are effected.
·
Work with respective sub office Administrators
& to provide required documentations.
Work with respective sub office Administrators
& to provide required documentations.
·
Ensure records of all insurance related transactions
are filed.
Ensure records of all insurance related transactions
are filed.
·
Guide the Admin manager on newly procured
equipment to include on insurance schedule. Obtain all relevant documentations
from procurement unit, file and use as appropriate.
Guide the Admin manager on newly procured
equipment to include on insurance schedule. Obtain all relevant documentations
from procurement unit, file and use as appropriate.
4. Policy Review:
·
Bi-annually (March & August), review and
update administrative related policies and post to the Administration Shared
Folder.
Bi-annually (March & August), review and
update administrative related policies and post to the Administration Shared
Folder.
·
Effectively implement and orient staff.
Effectively implement and orient staff.
5. Service Contracts Management:
·
Maintain contracts/agreements schedule for
administrative services ensuring they are timely renewed – a month prior to
expiry date following systematic procurement process.
Maintain contracts/agreements schedule for
administrative services ensuring they are timely renewed – a month prior to
expiry date following systematic procurement process.
·
Administer and monitor service contracts and
maintenance schedules for all office equipment and refurbishments.
Administer and monitor service contracts and
maintenance schedules for all office equipment and refurbishments.
·
Monitor the contracts and ensure that renewals
are made a month prior to the end of the financial year.
Monitor the contracts and ensure that renewals
are made a month prior to the end of the financial year.
6. Human Resource Responsibilities:
·
Manage the Office Assistants by providing
coaching and mentoring as required. Handle year end performance appraisals,
development and implementation of annual performance plans.
Manage the Office Assistants by providing
coaching and mentoring as required. Handle year end performance appraisals,
development and implementation of annual performance plans.
·
Ensure accurate and timely time sheet reporting.
Ensure accurate and timely time sheet reporting.
·
Daily office and compound cleaning as per work
plan. Monitor use and supply of kitchen and cleaning supplies.
Daily office and compound cleaning as per work
plan. Monitor use and supply of kitchen and cleaning supplies.
·
Ensure office support services such as transfer
of equipment, loading, inter office mail deliveries and photocopying is
promptly handled.
Ensure office support services such as transfer
of equipment, loading, inter office mail deliveries and photocopying is
promptly handled.
7. Maintain appropriate files in your line of duty as per CRS policy
guideline on filing and Records Management
guideline on filing and Records Management
·
Quarterly review files against the relevant
checklist for accuracy and completeness of records and filing.
Quarterly review files against the relevant
checklist for accuracy and completeness of records and filing.
·
Label all files and maintain a systematic
filling list.
Label all files and maintain a systematic
filling list.
·
Open new files and recommend old files for
closing.
Open new files and recommend old files for
closing.
·
File all documents promptly and retrieve them
when requested.
File all documents promptly and retrieve them
when requested.
8. Manage Petty Cash
·
Ensure all petty cash transactions are handled
as per CRS procurement guidelines.
Ensure all petty cash transactions are handled
as per CRS procurement guidelines.
·
Ensure that all petty cash transactions are
approved and recorded in ledger records.
Ensure that all petty cash transactions are
approved and recorded in ledger records.
·
Ensure timely reconciliation and replenishment
of petty cash at hand.
Ensure timely reconciliation and replenishment
of petty cash at hand.
·
As assigned by your supervisor, perform other
tasks, which are commensurate with your level in the organization.
As assigned by your supervisor, perform other
tasks, which are commensurate with your level in the organization.
Qualifications, Skills and
Experience:
Experience:
- All suitably qualified and interested
candidates who so wish to join the CRS USAID Project should hold a
Bachelor’s degrees in Administration, Social Sciences, Business Management
or equivalent. - At least three years’ work experience in a
similar position, preferably with an International NGO or UN Agency with a
good understanding of Administration. - Demonstrated experience/knowledge of USAID
policies and procedures. - Excellent team leadership to work with
people in a highly demanding environment, including coaching, mentoring
and motivating staff to follow quality guidelines. - Demonstrated management skills to minimize
work incidents and maximize service satisfaction. - Possess the ability to plan resources and
actions in order to ensure timely and efficient service delivery.
Demonstrated ability to negotiate and implement service level agreements. - Ability to assimilate and analyze
situations, plus skill in handling unexpected situations. - Proven ability to lead and to maintain
effective working relationships in a multicultural environment with
sensitivity and respect for diversity. - Ability to interact effectively with
internal and external counterparts at various levels. - Ability to apply creative thinking to
practical problem solving with an aim of improving service delivery. The
person must be able to work with minimum supervision. - Excellent interpersonal and presentation
skills. Fluent written and spoken English. - Extremely flexible, and have the ability
to cope with stressful - Past experience with and enthusiasm for on
the job training. - Computer literacy i.e. working Knowledge
of Microsoft Office software (Word, Excel, Outlook, and Internet)
required. - Desire to work effectively in a team
oriented environment - All CRS staff should possess the following
values: Serves with Integrity, Models Stewardship, Cultivates Constructive
Relationships and Promotes Learning - Ability to travel within rural Uganda.
How to Apply:
All applicants who so wish to join the USAID project should send a
cover letter, updated CV and three work references (names and contact
information only) to [email protected]
cover letter, updated CV and three work references (names and contact
information only) to [email protected]
NB: Only selected
candidates that meet the requirements will be contacted.
candidates that meet the requirements will be contacted.
Deadline: Wednesday, 6th
May, 2015.
May, 2015.
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