The Ugandan Jobline

• Ensure that business processes within the
  administration department are aligned to meet the logistics needs of the
  country program in an efficient manner while maintaining proper internal
  controls and compliance with CRS policies.
• Work closely with key project staff to
  identify and plan for their support needs on a monthly basis.
• Build and strengthen working relationships
  with all key project staff and ensure timely responses to requests for
  administrative support.
• Provide administrative support for the office
  and ensure smooth running of meetings, workshops, and conferences.
• Oversee relationships and keep contracts
  updated with outside vendors (hotels, printers, caterers, etc.), ensure
  transparent and fair deals with these vendors, and that all work adheres
  to CRS procurement policy.
• Regularly review the stores management
  practices and ensure that stores are properly organized and secured
  against theft.
• Manage implementation of mobile phones
  policy.
• Maintain key relationships with service
  providers, and ensure timely processing and payment of bills.
• Ensure employees observe and comply with all
  administrative policies and procedures, including, but not limited to
  inventories and general administrative services.
• The jobholder will develop strategies to
  ensure efficient application of agency resources, minimize wastage, and
  achieve highest standards of stewardship.

• Ensure that all maintenance contracts/leases
  and other service contracts are updated regularly and that the terms are
  consistent with CRS policies and guidelines.
• Keenly review policies and practices specific
  to office and residential buildings; present proposals that will assist to
  improve efficiency.
• Ensure that CRS assets are well maintained
  and secure.
• The jobholder will oversee the maintenance
  and repair works of the office facilities and international staff houses.
• Arrange for routine equipment servicing or
  repairs when necessary, and manage replacement plans.
• Actively promote efficiency in the
  acquisition and use of office resources.

• Oversee the coordination and implementation
  of the vehicle policy.
• Ensure efficient management and utilization
  of the fleet, and submit monthly fleet analysis reports to the Head of
  Operations.
• Coordinate, monitor, and control fleet
  activities, including the weekly schedules of CRS drivers.
• Coordinate reporting of driver’s time,
  vehicle logs, fuel expenses, purchases, etc.
• Ensure timely and quality repairs and
  maintenance of all vehicles and lead the process of preparing and
  implementing a replacement plan.
• Keenly review and approve vehicle management
  system (VMS) data for accuracy prior to submission to the finance
  department.
• Manage relationships between CRS and vendors
  on maintenance, repairs, and purchases ensuring good credit terms.

• Ensure policies and procedures are in place
  to guarantee staff safety in the workplace, including office evacuation,
  fire, first aid, protective equipment, etc.
• Oversee security management, acting as the
  security focal point for the country program.
• Ensure the country program’s Field Security
  Plan is regularly updated as per agency policy and that all relevant staff
  are knowledgeable about its content.
• Ensure that all visitors, consultants, and
  new staff are immediately and fully briefed on security management and the
  Field Security Plan.
• Ensure that staff are aware of and comply
  with country program and agency-level safety and security policies.
• Ensure timely and accurate reporting of all
  security incidents.
• Regularly monitor and assess the local
  security situation and keep the Country Representative informed of all
  known or potential threats to staff, partners, or assets.
• Keenly review project site security
  evacuation plans and promote compliance to UNDSS Security Standard
  Operational procedures by field staff.

• Act as budget manager and authorize spending
  on shared costs budgets.
• Maintain firm oversight of country program
  shared costs budgets, review performance against targets, and provide
  analysis and recommendations to the Head of Operations.
• Actively participate in the development of
  country program budgets in areas relating to the office and international
  staff residences.
• Support program staff in the preparation of
  grant/proposal budgets where applicable.

• Guide Senior Management of changes in local
  laws that may affect operations policies and procedures.
• Act as a liaison and follow up on
  relationship issues with the Government of Uganda such as immigration,
  duty waivers, tax exemptions, vehicle and equipment licensing, etc.
• Facilitate the process for international
  staff entry/exit and resident visas, and create and update a checklist for
  all visa requirements.
• Keenly review all lease
  agreements/contracts/other agreement documents and seek legal opinion
  where necessary.
• Provide guidance on when CRS should seek
  additional legal counsel on certain issues.
• Work closely with other NGOs and
  international/national community on issues of administration/operation.
• Maintain good working relationship with local
  government authorities.

• Ensure that the Administration Officer,
  Senior Fleet Officer, and all other direct reports receive proper supervision,
  including coaching/mentoring, capacity building, and that reports adhere
  to CRS performance management protocols.
• Keenly review the performance and development
  plans for administration staff according to the CRS performance management
  plan; support staff to develop and implement appropriate personal
  development plans to ensure effective performance and career development of
  employees.
• Identify the development needs for staff in
  administration and identify relevant trainings on CRS learns or elsewhere.
• Recommend administrative systems and
  processes that will improve CRS/Uganda’s overall ability to manage
  resources efficiently and safeguard its assets.
• Disseminate best practices in office
  administration, and develop and implement relevant tools to ensure that
  CRS Uganda systems and processes are consistent with best practices.
• Attend relevant interagency, sector
  coordination, and representational meetings as required; network with
  equivalent staff in colleague organizations.
• Create/manage a centralized filing system for
  all admin letters/correspondence, contracts, including a regularly updated
  file index list and orient new staff in the system.

• The applicant should preferably hold a Master’s
  degree in Business Administration or any other related field.
• At least five years’ experience working for a
  non-governmental organization or a reputable international organization,
  with two years’ experience in a similar management position.
• Prior direct supervisory responsibility of a
  small to medium sized team.
• Strong budget management skills with a basic
  knowledge of major donor regulations governing cash and material
  resources.
• Prior experience in managing employee
  security and safety.
• Proven leadership and inter-personal skills
  and ability to effectively manage relationships with key stakeholders.
• Computer literacy i.e. High degree of
  expertise and competency with Microsoft Excel and Microsoft Word.
• Excellent oral and written communication
  skills; able to liaise directly with partners, vendors, and CRS HQ and
  regional staff.
• Highly pro-active and self-disciplined, with
  strong critical thinking skills.
• Understands and exemplifies diplomacy and a service-oriented
  approach.
• Strong organizational and planning skills;
  able to provide direction and vision.
• Demonstrated ability to build and support
  teams in order to achieve targets and outputs.
• Willingness to travel within Uganda as needed
  (up to 20%).

• Serves with Integrity
• Models Stewardship
• Cultivates Constructive Relationships
• Promotes Learning

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