The Ugandan Jobline

• Drawing
  up and managing the administration Annual Plan in line with the regional
  plans and mandates
• In
  charge of identifying key gaps in administration services and proposing
  measures to improve service delivery to users

• Offering
  management information for decision making through monthly report writing.
• Render
  support to Karamoja region meeting/forums and follow-though of decisions/
  actions.
• In
  charge of developing calendar/s of key events and supporting its
  implementation by following up with the responsible staff and supporting
  planning of the events, reminders to staff and organizing logistics.
• Organizing,
  preparing agenda, and taking minutes of management meetings and follow up
  of implementation of key action points and decisions.
• Follow
  up on invitations through emails and phones as is appropriate.
• Planning
  for and managing logistics for meetings and other forums such as workshops
  and reflection/ learning events.
• Plan
  and manage the documentation process of key events and information/ report
  dissemination.
• Sharing
  and following through with relevant staff on the implementation of
  decisions and actions from meetings, workshops and learning events in a
  timely manner.

• Mentoring,
  supervising and monitoring activities of administration staff i.e.
  Receptionists/Admin Assistants, Office Assistants, Courier.
• Conducting
  periodic appraisals and providing motivation and coaching for performance
  of administration staff
• Identify
  prerequisite skills required for staff recruited to operate within the
  function, and take an active role in the hiring process to ensure relevant
  people are hired.
• Assess,
  identify capacity gaps and recommend/plan for capacity building of staff
  under is supervision.

• Develop
  and maintain internal and external cleanliness standards of the office
  premises to ensure a good working environment
• Management
  and allocation of office and residential space at the different locations
  WV operates in within Karamoja region
• Continuous
  improvement of the organizational image through ensuring proper office lay
  out and outlook
• Ensure
  routine service of office machinery and assets
• Maintain
  adequate stock of break tea and cleaning supplies and materials
• Monthly
  utility bills management (electricity, water, telephone, security, repairs
  & maintenance)
• Maintain
  office and residential key logs and ensures both office and residential
  premises are safe; secures office keys and allocates them to staff keeping
  copies of each set of keys.
• Management
  of WVU leased properties
• The
  Administration Officer will be maintaining Service Level Agreements with
  Land lords.
• Final
  payment processing for all leased properties

• Instill
  standards to ensure continuous and accurate communication flow between the
  NO and Karamoja and within Karamoja office and external stakeholders
• Represent
  the organization in dealing with service providers
• Responsible
  for managing office telephone, ensures proper record of phone calls made
  by individual persons and departments through call logging for cost
  allocation and management.
• In
  charge of hotel reservations processing and management
• In
  charge of negotiating annual frame work agreements with service providers
• Sourcing
  for quotations and processing requisitions
• Order
  placement in line with approved rates
• Managing
  and co-coordinating service delivery between guests and the hotel
• Technically
  support programme teams in organizing local workshops
• Payment
  processing in line with set standards

• Assist
  the Regional People & Culture Officer in Karamoja recruitment
  processes (temporary/casual staff)
• Support
  Regional P&C officer in maintaining and updating HR records (temporary
  and casual staff files, recruitment files etc)
• Prepare
  and regularly update staff leave schedules
• Support
  regional P&C officer in disseminating P&C communications,
  guidelines and follow up of implementation of P&C processes (medical,
  Group Personal Accident etc).
• Provision
  of policy guidance to staff

• Responsible
  for coordinating receipt of all vendor invoices through the administration
  processes, records and hands them over to procurement and finance for
  payments.
• Uses
  the different logging records for generators , phones , & utilities to
  prepare cost allocation based on approved cost allocation guidelines
• Coordinates
  and compiles request for office stationaries and submits them to NO
  procurement for action.
• Responsible
  for cost management within the department
• Perform
  any other duties as deemed necessary by the Regional Operations Manager.

• The
  ideal candidate for the World Vision Administration Officer career
  opportunity should hold a Bachelor’s degree in Business Administration,
  management sciences or related disciplines.
• At
  least two years of administrative experience managing a busy office,
  preferably within an International NGO (INGO).
• Excellent
  facilitation and communication skills
• Computer
  literacy skills
• Excellent
  interpersonal skills
• Show
  commitment to World Vision Core Values and Vision Statement

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