The Ugandan Jobline

• 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
  calls.
• 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.

• 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

• 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
  arrival.
• 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.

• 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.

• 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
  criteria
• Develop and place the required adverts in
  the papers
• Complete all necessary forms within the
  disposal processes and advise management on disposal activities

• 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

• 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

• 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

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