The Ugandan Jobline

• Ensure all Office and International Staff
  residence maintenance issues are addressed in a timely manner;
  particularly that the Office Generator is serviced and maintained well at
  all time.
• The incumbent will coordinate the payment of
  utility bills for office and international staff residences in a timely
  and efficient manner.
• Ensure Office cleaners keep the office
  premises clean at all times and that the Office garden is well maintained.
• Conduct cell phone recharge for staff on
  monthly basis: equally ensure that international staff internet
  subscription fee is paid on time, and the service renewed to avoid any
  disruption.
• Ensure Protection and safety equipment such
  as fire extinguishers and first aid kits are installed, available and in
  functional order at the office premises and international staff
  residences.
• Render support  in maintaining office store and disposal
  of obsolete or scrap items when directed.
• Support the Administration Manager in
  preparation of any report related to office maintenance and utilities
  costs when required.
• Assist Administration Manager in tracking
  staff sitting space/allocation as per the updated monthly Kampala office
  staff list & month end timesheet effort report project budget
  allocations.

• Update and maintain an accurate inventory of
  all CRS/Uganda assets, ensuring proper numbering.
• Ensure invoices, vouchers and all relevant
  purchase documents are filed.
• 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.
• Carry out quarterly review files against the
  relevant checklist for accuracy and completeness of records and filing
  (i.e. label all files and maintain a systematic filling list; open new
  files and recommend old files for closing; file all documents promptly and
  retrieve them when requested.)
• Prepare Fixed Asset Notice form (FAN) in
  triplicates for purchases above $5000.
• Carry out physical verification of assets
  every six months – March & September, reconcile master inventory and
  report to the Administrative Manager.

• Guide staff/travelers on immigration
  requirements for in country; provide support as needed to facilitate visa
  processing.
• Coordinate all visa requests for staff on
  official assignment and provide needed support.
• Prepare and submit a monthly visa status
  report on international staff and submit to the Head of Administration

• Advise on needed documentation and procedure
  for all shipments for the CRS office upon receiving information on
  incoming shipments.
• Actively monitor all shipments to the CRS
  office and liaise with clearing agents on the clearing and delivery of
  items.
• Follow up with the various government
  agencies to process relevant documentations for imported items.

• Coordinate with the Procurement Unit on the
  receiving of goods.
• Generate and sign a goods received note for
  the received items.
• Receive invoices from vendors and initiate processing
  of payment requests.
• Receive goods received notes from the
  partners and delivery notes from the transporters; initiate payment
  process and follow up with Finance.

• Ensure that all received goods are properly
  stored.
• Maintain stock records and ensure that they
  are up dated on a regular basis to reflect the movement of goods.
• Ensure that correct procedures and proper
  documentation is carried out by all personnel requesting items from stock.

• The ideal candidate for the CRS
  Administration Officer vacancy should hold a Bachelor’s degrees in
  Administration, Social Sciences, Business Management or equivalent.
• A minimum of three years’ work experience in
  a similar position, preferably with an International NGO or UN Agency with
  a good understanding of HR and Finance.
• Proven ability to plan resources and actions
  in order to ensure timely and efficient service delivery.
• Demonstrated ability to assimilate and
  analyze situations, plus skill in handling unexpected situations.
• Ability to interact effectively with internal
  and external counterparts at various levels.
• Fluent written and spoken English.
• 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.
• Personal Competencies (for all CRS Staff):
  Serves with Integrity, Models Stewardship, Cultivates Constructive
  Relationships, Promotes Learning

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