Administration Officer NGO Jobs – CARE International

Job Title:     Administration Officer
Organisation:  CARE International
Duty Station:  Kampala, Uganda
Reports to: Administration
About CARE:
CARE International is a leading global development and humanitarian
organization. In 2014, CARE worked in 90 countries around the world, supporting
880 poverty-fighting development and humanitarian aid projects, reaching more
than 72 million people. CARE International in Uganda (CARE) works with others
to make a sustainable improvement in the lives of the very poor, with a focus
on women and girls. Our current program focusses on women and girls’ economic
rights, particularly financial inclusion and governance of natural resources
women and girls depend upon, and on their sexual and reproductive health
rights, including a life free of violence. Our programming is guided by our
core values of excellence, accountability, respect, integrity and transparency.
Job Summary: The
Administration Officer will efficiently and effectively administer the CARE
Uganda Headquarter office administration function through cordial, timely,
effective internal and external communication and work as a Personal Assistant
(PA) to the Country , Program and Finance Directors
Key Duties and
To provide professional and courteous services to visitors, consultants
and other guests ensuring that the services reflect the values of CARE Uganda
  • Receive, announce and direct visitors to
    staff at CUHQ in a courteous manner. As requested, make appointments.
  • Keep the reception area fully attended to
    and in an orderly manner to include updated reading materials, clean and
    organized arrangement, and easy access of visitors to beverages.
  • Assign and regularly update the PABX
    access codes in liaison with ICT staff and supervisor. Ensure unique codes
    are in use by staff for efficient phone tracking.
  • Receive incoming calls and place outgoing
  • Develop and regularly maintain an updated
    Country office contact list to include telephone numbers, email and places
    of residence.
  • Complete telephone logs for outgoing
    local, regional and international calls that are booked through the
    switchboard by indicating whether they are personal or official.
  • Report and suggest solutions related to
    improvement or malfunctioning of the switchboard to your supervisor.
  • Maintain updated mobile internet and CUG
    schedules ensuring timely renewal and payment of bills.
  • Reconcile and request payment for
    telephone bills within 7days of receipt to show charges per project
    numbers and International or personal calls per employee.
Provide administrative support to the Administrative function of the
organisation facilitating efficient and quality services at all times
  • Maintain a reconciled Petty Cash Ledger by
    making entries on a daily basis.
  • Enter all petty cash vouchers to the
    Pamodzi upload form and timely submit to your supervisor for approval
    before they are posted by finance.
  • Make payments against accurately completed
    and authorized petty cash Vouchers and timely request replenishment as and
    when there is a reasonable minimum balances.
  • Manage appointment and coordinate
    scheduling of team meetings as and when required
Provide ongoing operational logistical support to CARE Uganda Head
  • Supervise general CARE Uganda Headquarter
    Office set up in areas of cleanliness, safe access by staff and visitors;
    organize provisions for meetings held at Headquarter Office and general
    kitchen operations.
  • Create requisitions in people soft as and
    when required and in the absence of Office assistant, prepare goods
    receipt notes as per PeopleSoft procurement requirements.
  • Supervise replenishment and usage of Admin
    Unit stationery, routine kitchen operation and other materials for the
    Country Office.
  • Coordinate visitor information by
    conducting the following activities:
    • Send out visitor information
      pack in time, a arranging their logistics related to travels and
      accommodation and tracking to ensure they get security briefing on
    • Prepare invitation letters
      and / or support with visa application process as relevant (including
      submission of paperwork and collection)
    • Ensure RED (Record of
      Emergency Data) form is received, shared with Administration manager and
      CD on time
    • Ensure visitor plan and
      itinerary while in country is well planned with all relevant colleagues
      & partners informed, all accommodation in different places booked,
      transport organized, etc
    • On arrival communication and
      management of in -country logistics, including ensuring a security
      briefing is conducted on day 1.
Offer assistance and support to the Country, Finance and Program
  • Support the Directors with calendar
    management and scheduling;
  • Provide the Directors with secretarial
    support as and when required;
  • Process applications for work permits and
    dependent passes for international staff.
  • Maintain a proper filling system that
    allows quick and easy retrieval of work permit, dependent pass renewal
    documentation and other relevant correspondences.
Coordinate and manage the asset disposal process management at CARE
Uganda’s Office:
  • Prepare and guide management about the
    quantity of the available assets to be disposed of and their working
    conditions /status, in consultation with the relevant departments, so as
    to plan for the disposal process.
  • Participate in bid/ purchase proposals
    with the tender committee to select the best qualified buyer
  • Select a buyer against a pre-defined
  • Develop and place the required adverts in
    the papers
  • Complete all necessary forms within the
    disposal processes and advise management on disposal activities
Coordinate the receipt of goods and services:
  • Implement and monitor procedures to ensure
    goods and assets are stored securely, kept in good condition, easily
    retrieved and issued appropriate
  • Proactively ensuring that goods and assets
    are delivered according to specification (correct recipient, location,
    time, appropriate packaging/in-transit care etc);
  • Reconciling purchase orders with goods
    received; quickly addressing any problems or concerns and referring /
    communicating as necessary
  • In charge of implementing CARE procedures
    for recording / documenting assets and other goods received
  • Informing the Internal clients/
    Administration officer of the arrival of goods and storing them safely
    until they are collected
Supervise the reporting unit in a manner that empowers them to deliver
excellent service:
  • Ensure that each member is provided with
    clear expectations for achievement of results, standards and behaviour
  • Plan and organise the work of the team so
    as to achieve team and organisation in the most cost effective manner
    possible; ensuring that team members are given appropriate workloads and
    are working efficiently
  • Provide support and build the capacity of
    team members to enable them to give of their best e.g. by encouraging and
    praising good performance, coaching, training, assisting staff to prevent
    or resolve problems, providing resources, tools and equipment
  • Keenly monitor and review performance and,
    in particular, hold staff accountable for achieving results, meeting
    standards of excellence and delivering any improvement goals which have
    been identified; taking decisive action in the case of poor performance
Qualifications, Skills and Experience: 
  • The ideal candidate should preferably hold
    a Bachelor’s degree in Business Administration, Human Resource, Social
    science or Development studies
  • A minimum of three to six years’
    experience in a medium-sized organisation
  • Strong business including strong problem
    solving skills, critical thinking, and self-initiative
  • Excellent written, verbal communication,
    interpersonal skills; high quality document and report preparation;
    excellent presentation skills
  • Demonstrated ability to successfully work
    as a team member and to build and maintain a positive work environment
    across the organisation
  • Good computer skills
  • High level of integrity at work and strong
    people management skills.
  • Organised person with a
    client-orientation, dynamic public relations and discretion
  • Ability to work independently with minimal
    supervision from the supervisor.
  • Personal Competencies: Building
    Effective Teams, Integrity & Results, Customer Focus, Drive for
    Results, Creativity, Learning on the fly, Cross cultural Sensitivity,
    Cross Cultural Agility, Business Acumen, Negotiating
How to Apply:
All suitably qualified and interested candidates should send their
online applications at this link, Click Here. Click on the “Job Application” icon, fill the
application form and attach a motivation letter clearly articulating Alignment
with the above profile and an updated detailed CV (candidates should scan the
CV and motivation letter as one document before Attaching to avoid double posting).
Please do not create an account first, just go straight to the application form
and fill it, attach PDF formats and submit.
Deadline:  7th April 2017
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