Fresher World Vision International NGO Vacancies – Administration Officer

Organisation: World Vision International
Duty Station: Uganda
Reports to: Regional
Operations Manager
About WVU:
World Vision International is a Christian Relief, Development and
Advocacy Non-Government Organization dedicated to working with children,
families and communities to overcome poverty and injustice. We currently work
in over 41 districts in Uganda. World Vision is committed to the protection of
children and we will not employ people whose background is not suitable for
working with children. All employment is conditioned upon the successful
completion of all applicable background checks, including criminal record
checks where possible. “Our Vision for every child, Life in all its fullness.
Our prayer for every Heart, the will to make it so.
Job Summary: The Administration
Officer will offer support for efficient and effective delivery of WVU programs
in Karamoja region in line with existing strategy, policies and guidelines.
Key Duties and
Responsibilities: 
1. Planning and Strategy:
  • 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
2. Budget Preparation and Budget Monitoring:
  • 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.
3. People Performance and Management:
  • 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.
4. Office and Residential/Team House Management:
  • 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
5. Communication and Relationships:
  • 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
6. HR Administration:
  • 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
7. Finance Management:
  • 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.
 Qualifications, Skills and
Experience: 
  • 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
 NB: The position is open to Only Ugandan
Nationals.
How to Apply:
All suitably qualified candidates are encouraged to apply online by
visiting World Vision International’s e-recruitment jobs portal at the web link
below.
Please follow instructions on How to Create Account and Profile at
World Vision’s e-recruitment portal.  Qualified female candidates are
particularly encouraged to apply.
Deadline: 29th June, 2015.

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