Job Title: Program Administration Manager
Organization: Water For
People
People
Reports to: Country
Director
Director
About US:
Water For
People is a global non-profit organization with headquarters in Denver,
Colorado, USA, and country offices in Kampala, Uganda. Water for People aims at
improving people’s quality of life by supporting the development of locally
sustainable drinking water resources, sanitation facilities, and health and
hygiene education programs. Water For People currently operates in 10 countries
in Latin America, Africa and Asia. Currently, Water For People Uganda works in
partnership with Local Governments western and eastern Uganda and is expanding
operations in other districts.
People is a global non-profit organization with headquarters in Denver,
Colorado, USA, and country offices in Kampala, Uganda. Water for People aims at
improving people’s quality of life by supporting the development of locally
sustainable drinking water resources, sanitation facilities, and health and
hygiene education programs. Water For People currently operates in 10 countries
in Latin America, Africa and Asia. Currently, Water For People Uganda works in
partnership with Local Governments western and eastern Uganda and is expanding
operations in other districts.
Job Summary: The Program
Administration Manager will be responsible for the organization and
coordination of office operations and procedures to facilitate organizational effectiveness
and efficiency in the country. The job holder will significantly contribute to
the development and implementation of organizational strategies, policies and
practices.
Administration Manager will be responsible for the organization and
coordination of office operations and procedures to facilitate organizational effectiveness
and efficiency in the country. The job holder will significantly contribute to
the development and implementation of organizational strategies, policies and
practices.
Key Duties and Responsibilities:
1.
General Administration:
General Administration:
·
Relieve management of administrative detail through
the timely provision of logistical support to all programs, meetings, etc
Relieve management of administrative detail through
the timely provision of logistical support to all programs, meetings, etc
·
In charge of establishing policies, procedures, and
work schedules for all support staff
In charge of establishing policies, procedures, and
work schedules for all support staff
·
Actively contributes to team effort by accomplishing
related results as needed
Actively contributes to team effort by accomplishing
related results as needed
·
Ensure regular staff meetings and reflections
including management of staff minutes
Ensure regular staff meetings and reflections
including management of staff minutes
·
Responsible for the general administration of local
contracts drafting of contracts/ agreements; Filing and safe custody of the contracts.
Responsible for the general administration of local
contracts drafting of contracts/ agreements; Filing and safe custody of the contracts.
·
Be accountable for and manage the staff/service
providers delivering the following functions:-
Be accountable for and manage the staff/service
providers delivering the following functions:-
o The reception
& front of house functions e.g. Office supplies by identifying needs for
reception, stationery, switchboard, mails, and kitchen;
& front of house functions e.g. Office supplies by identifying needs for
reception, stationery, switchboard, mails, and kitchen;
o The physical
infrastructure for the operations
infrastructure for the operations
o The vehicle
administrative functions
administrative functions
·
Administer Country Program assets to staff and
conduct annual inventory
Administer Country Program assets to staff and
conduct annual inventory
·
Maintain working files and records; prepare
procurement minutes, progress reports.
Maintain working files and records; prepare
procurement minutes, progress reports.
·
Ensure that international staff posted in the
country acquire legal instruments
Ensure that international staff posted in the
country acquire legal instruments
·
Security and internal controls for the department.
Security and internal controls for the department.
·
General management and oversight of staff in the
department
General management and oversight of staff in the
department
2.
Support for Management & Operational Functions:
Support for Management & Operational Functions:
Strategic
Plan:
Plan:
·
Actively contribute to development of the Strategic
Plan
Actively contribute to development of the Strategic
Plan
·
Ensure systems and information collection can
contribute to management reporting and reporting against performance indicators
in the Strategic Plan.
Ensure systems and information collection can
contribute to management reporting and reporting against performance indicators
in the Strategic Plan.
·
Responsible for the preparation of administration
budgets and reviewing progress against budget.
Responsible for the preparation of administration
budgets and reviewing progress against budget.
3.
Human Resource Management: Work closely with the Country Director to actively contribute
to Human Resource management issues including recruitment, induction, the
planning and facilitation of training of staff and development, job descriptions,
conditions of employment, etc.
Human Resource Management: Work closely with the Country Director to actively contribute
to Human Resource management issues including recruitment, induction, the
planning and facilitation of training of staff and development, job descriptions,
conditions of employment, etc.
4.
Procurement: The Administrative Manager will be responsible to
Water For People Uganda procurement duties including:
Procurement: The Administrative Manager will be responsible to
Water For People Uganda procurement duties including:
·
Operationalize procurement functions at the Country
Office Coordinate and facilitate procurement planning,
Operationalize procurement functions at the Country
Office Coordinate and facilitate procurement planning,
·
Prepare inputs to standard bidding documents for
project activities.
Prepare inputs to standard bidding documents for
project activities.
·
Prepare inputs as needed by Water For People
Prepare inputs as needed by Water For People
·
The incumbent will procure goods and services
through the Country Office
The incumbent will procure goods and services
through the Country Office
·
Prepare, evaluate and collate short-list of
suppliers
Prepare, evaluate and collate short-list of
suppliers
·
Actively monitor procurement through regular updates
of the procurement plans.
Actively monitor procurement through regular updates
of the procurement plans.
·
Maintain working files and records;
Maintain working files and records;
·
Maintain current market knowledge by evaluation of
technical data, price and payment terms, visits and phone/e-mail interviews and
contacts.
Maintain current market knowledge by evaluation of
technical data, price and payment terms, visits and phone/e-mail interviews and
contacts.
5.
IT & T Systems:
IT & T Systems:
·
Working with the global IT team, manage appropriate
and effective information technology systems
Working with the global IT team, manage appropriate
and effective information technology systems
·
Significantly contribute to the development, review
and implementation of an IT
Significantly contribute to the development, review
and implementation of an IT
·
Ensuring appropriate backup processes for all staff
Ensuring appropriate backup processes for all staff
6.
Occupational Health, Safety and Welfare: While Staff must take reasonable
care to protect staff own health and safety at Work, the Administrative Manager
will also contribute to occupational, health and safety responsibility by:
Occupational Health, Safety and Welfare: While Staff must take reasonable
care to protect staff own health and safety at Work, the Administrative Manager
will also contribute to occupational, health and safety responsibility by:
·
Actively communicating and updating Occupational
Health, Safety and Welfare responsibilities, policies and procedures to all
staff;
Actively communicating and updating Occupational
Health, Safety and Welfare responsibilities, policies and procedures to all
staff;
·
Providing professional advice on Occupational
Health, Safety and Welfare
Providing professional advice on Occupational
Health, Safety and Welfare
·
Ensuring the Country Director as the “responsible officer”
under the legislation
Ensuring the Country Director as the “responsible officer”
under the legislation
·
Ensuring office resources are maintained in safe
working condition;
Ensuring office resources are maintained in safe
working condition;
·
Identifying and addressing building, equipment,
safety and security issues,
Identifying and addressing building, equipment,
safety and security issues,
7.
Other Duties Coincidental to the Position: Perform any
other duties as may be assigned by the Country Director
Other Duties Coincidental to the Position: Perform any
other duties as may be assigned by the Country Director
Qualifications, Skills and
Experience:
Experience:
·
The Programme Administrative Manager must be a Ugandan
with an advanced degree in Administration.
The Programme Administrative Manager must be a Ugandan
with an advanced degree in Administration.
·
A minimum of four years’ experience in
Administration.
A minimum of four years’ experience in
Administration.
·
Computer literacy skills especially in all MS and
Windows-based applications, including Excel, Word.
Computer literacy skills especially in all MS and
Windows-based applications, including Excel, Word.
·
Demonstrated writing, presentation and reporting
skills.
Demonstrated writing, presentation and reporting
skills.
·
Be a self-starter with the ability to undertake
tasks without intensive supervision
Be a self-starter with the ability to undertake
tasks without intensive supervision
·
Fluency in spoken and written English language;
Fluency in spoken and written English language;
·
Willingness to engage equally well in requirements
of the job.
Willingness to engage equally well in requirements
of the job.
How to Apply:
All candidates
are encouraged to send a detailed CV and testimonials plus three (3) independent
referees and their contacts addressed to: The Country Director, Water for
People Uganda, P.O. Box 1420, Kampala. Uganda.
are encouraged to send a detailed CV and testimonials plus three (3) independent
referees and their contacts addressed to: The Country Director, Water for
People Uganda, P.O. Box 1420, Kampala. Uganda.
Email to: [email protected]
Deadline: 5th September, 2015
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Duty Station: Kampala,
Uganda
Uganda