The Ugandan Jobline

• The incumbent will be supporting the Front
  Office to ensure that reception services including telephone calls,
  letters, e-mail etc are provided in such a professional fashion that
  visitors are provided with a warm welcome and that their needs are swiftly
  met.
• Ensure that a high standard of secretarial
  service is provided to WaterAid including an efficient system for keeping
  all records.
• Make sure that all rental, utility bills, subscriptions
  or other service contracts (photocopier, internet and other machinery
  servicing contracts) are renewed in a timely manner
• The incumbent will support Finance to ensure
  that all valuable assets are insured and that all insurance policies are
  kept up to date.
• Supporting Finance in the updating and
  maintaining of the fixed assets register, quarterly, and whenever new
  items are purchased together with ensuring that all valuable assets are
  branded, insured and that all insurance policies are kept up to date.
• Ensuring that work is planned and organised,
  that admin related staff are given appropriate workloads and are clear
  about what is expected of them and are working effectively to meet their
  responsibilities
• In charge of preparing Administrative budgets
  and monitor budget variances. Provide monthly and quarterly expenditure
  reforecast
• Offer technical support in preparation of
  reports for internal and external use
• Following up on any Admin related advances
  given to ensure correct reporting and accountability
• At all times acting according to the highest
  standards of professionalism and personal integrity in managing and
  overseeing the affairs of WAU

• As part of your support to the Finance team,
  support and coordinate all procurement process i.e. preparing purchase
  analysis, and local purchase orders and ensure storage of supplies.
• Administer all agreements and contracts with
  Service providers.
• Ensure that the logistics services are
  provided in a timely and reliable fashion (e.g. travel arrangements,
  conference venue bookings, meetings arrangements etc)
• In charge of purchasing e-tickets for travel
  and facilitating the acquisition of all associated paperwork and
  rescheduling of flights for all international staff as per their plans.
• Arrange for office space and other logistics
  arrangements for all staff in the CP and to ensure the office space is fit
  for purpose
• Taking the initiative in collecting feedback
  from staff and working to continuously improve the quality of the
  logistics service

• Surveying the transport needs and ensuring
  that an effective system is in place to these needs of staff in the most
  cost-effective manner possible (e.g. by planning and tracking vehicle
  allocation, vehicle movements, vehicle utilisation, fuel consumption etc)
• Work closely with the drivers to enable high
  quality maintenance, regular servicing of vehicles, generators and other
  mechanical equipment.
• Ensure that all vehicles in the WaterAid
  fleet are roadworthy and immediately advising if any problems are
  anticipated
• Perform other job related duties as required
  by the line manager.

• The applicant for the WaterAid Office Manager
  job opportunity should hold a Degree or Post graduate degree in Business
  Administration/ office management or secretarial studies
• Previous exposure and experience in
  procurement and logistics administration.
• Working knowledge of office administration
  and management
• Working knowledge of air ticketing,
  immigration rules, training and workshop venues, office cleanliness,
  hygiene, gardening and ground keeping
• Secretarial and Computer Skills in MS
  Windows, Word, Excel, internet explorer, Outlook express or Microsoft
  outlook
• High degree of Personal Integrity
• Result-orientation
• Proactivity
• High degree of flexibility
• Thoroughness
• Good customer care skills
• Broad knowledge and understanding of Others
• Good planning and organizational skills
• Excellent relationship building skills
• Good problem solving and decision making
  skills
• Good negotiation skills
• Basic office equipment maintenance
• Microsoft Office usage.
• Fluent in English Language and Writing. Multi-lingual
  preferred.
• Good decision making skills
• Accountability /Trustworthiness
• Team work
• Show commitment to WaterAid’s values and ways
  of working.

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