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 monthly.
• Build and maintain 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.
• Builds 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.
• Formulate 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.
• Manage 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.
• 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.
• Review and approve vehicle management
  system (VMS) data for accuracy prior to submission to the finance
  department.
• Oversee 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 all visitors, consultants, and new
  staff are immediately and fully briefed on security management and the
  Field Security Plan.
• Ensure 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.
• 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.
• Review the performance and development plans
  for administration staff as per 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 ideal candidate for the Catholic
  Relief Services (CRS) Administration Manager job placement must 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.
• Possess
  excellent 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.
• 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.
• Broad
  knowledge and understanding of diplomacy and a service-oriented approach.
• Strong
  organizational and planning skills; able to provide direction and vision.
• Ability
  to build and support teams to achieve targets and outputs.
• Willingness
  to travel within Uganda as needed (up to 20%).
• Emergency Competencies:

• Agency-Wide Competences (for all CRS
  Staff): Serves with Integrity, Models Stewardship, Cultivates
  Constructive Relationships, Promotes Learning

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