The Ugandan Jobline

• 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.

• Supervising, monitoring activities
  administration staff i.e. Receptionists/Admin Assistants, Office
  Assistants, Courier
• Conducting periodic appraisals and
  providing coaching for performance of administration staff

• 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

• 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

• 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

• 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

• 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)

• 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.

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