Administration and Facilities Officer NGO Jobs – World Vision International

Organisation: World Vision
International
Duty Station: Kampala,
Uganda
Reports to: Administration
and Logistics Manager
About US:
World Vision Uganda 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 and Facilities Officer will provide administrative services to
all WVU functions and maintain a conducive working environment within
Administration guidelines
Key Duties and
Responsibilities:  
Planning and Strategy:
  • Tasked with drawing up and managing the
    Annual Operation Plans in line with the divisional and departmental
    mandate
  • In charge of designing and updating
    Administration guidelines for WVU
  • Identifying key gaps in the departmental
    and proposing mitigate measures to improve service delivery to users
  • Budget drafting and monitoring for the
    department
  • Providing management information for
    decision making through monthly report writing.
People performance and management:
  • Supervising, monitoring activities
    administration staff i.e. Receptionists/Admin Assistants, Office
    Assistants, Courier
  • Conducting periodic appraisals and
    providing coaching for performance of administration staff
Office Premises:
  • Represent the organization in dealing with
    service providers
  • Develop and maintain internal and external
    cleanliness standards of the office premises to ensure a good working
    environment
  • Tasked with the management and allocation
    of office space at the National Office (Nakasero & Kisozi)
  • Continuous improvement of the
    organizational image through ensuring proper office lay out and outlook
  • Provide routine service of office assets
    through and effective and efficient manner
  • Maintain adequate stock of break tea and
    cleaning supplies and materials
  • Communication and relationships
  • Put in place standards to ensure
    continuous and accurate communication flow (reception, internal and
    external mail deliveries)
  • Communication and dissemination of
    guidelines and frame work agreements
  • Management of the telecommunication
    system- landlines, faxes
  • Manage the staff mobile airtime benefit
    and SLT black berries- subscription, up to date airtime loading, payment
    of service providers
Asset Management:
  • Management of asset database in sun system
    and asset register for National office by ensuring all relevant
    information relating to each asset is entered into the database and is up
    to date
  • Keenly track assets movements by;
    assigning to staff allocated and tracking change of ownership when an
    asset changes hands
  • Ensure all the items bought that falls
    under Asset category according to WVU Policies are properly registered on
    the Asset Register with all the required information
  • Recommend for disposal all assets that are
    obsolete of non-functional
International Travel facilitation:
  • Ensure that Visa and travel documents are
    processed for WV staff/Guests/Support offices
  • Negotiating special rates with air lines
  • Ticket processing and confirmation
  • Payment processing in line with set
    standards
  • Management of Expatriates and
    International staff
  • Immigration document processing of special
    passes, work permits and dependants passes.
  • Coordinating and managing tenancies by
    acting as the link between expatriates and landlords
  • Monthly utility bills management to ensure
    uninterrupted residencies (electricity, water, telephone, security,
    repairs & maintenance)
  • Maintaining an updated database for
    International schools
Contract management and managing of Landlords:
  • Management of WVU leased properties
  • Maintaining Service Level Agreements
  • Maintaining Key Performance Indicators for
    Admin service providers
  • Addressing queries and complaints of
    either parties
  • Finely payment processing
Safety and Security:
  • Conducting continuous awareness to staff
    on how to use office facilities
  • Conducting periodic safety awareness
    training (fire fighting and first aid)
  • Management of security service provider
    (guards)
Qualifications, Skills and
Experience:
  • The prospective World Vision
    Administration and Facilities Officer employee should hold a Bachelor’s
    degree in Business Administration/Secretarial or its equivalent from a recognized
    university.
  • A minimum of five years experience in
    administration roles with a reputable international NGO.
  • Previous exposure and experience in
    managing organization assets is essential
  • Previous experience in logistics and
    supplies-related activities of not less than Two Years, preferably within
    an NGO.
  • Basic knowledge of facilities management
    is essential
  • Prior experience in a supervisory role is
    required
  • Good facilitation and communication skills
  • Good computer skills with ability to write
    technical report.
NB: This vacancy is open
to Ugandan nationals only.
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: 15th March, 2017

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