Qries

Senior Administration Officer US Non-profit Careers – Catholic Relief Services (CRS)

Job Title:         Senior Administration Officer
Organization: Catholic
Relief Services (CRS)
Duty Station: Kampala,
Uganda
Reports to: Administration
Manager
About US:
Catholic Relief Services (CRS) is an international non-profit
organization which implements the commitment of the Bishops of the United
States to assist the poor and vulnerable overseas. Our Catholic identity is at
the heart of our mission and operations. We welcome as a part of our staff and
as partners people of all faiths and secular traditions who share our values
and our commitment to serving those in need.

Job Summary: The Senior
Administration Officer will provide support with Administrative and Logistical
functions of the CRS Kampala Office which will include general Office &
residential premises management, Inventory and Stores Management, Office
Security and staff safety management and other Administrative Activities as
based on the Country Program requirements.
Key Duties and Responsibilities:
General Administration
  • Support the management of the
    Administration function of the office
  • Support the liaison with key project staff
    to identify and plan for their support needs ensuring timely responses to
    requests for administrative support.
  • Provide administrative support for the
    office and ensure smooth running of meetings, workshops, and conferences.
  • Maintain relationships with outside
    vendors (hotels, printers, caterers, etc.), ensure transparent and fair
    deals with these vendors, and that all work adheres to CRS procurement
    policy.
  • Ensure that stores are properly organized
    and secured against theft whilst maintaining required stores management
    practices
  • Maintain key relationships with service
    providers, and ensure timely processing and payment of bills.
  • Support in the management of a centralized
    filing system for all admin letters/correspondence, contracts, including a
    regularly updated file index list and orient new staff in the system.
Fixed Assets Handling – Recording:
  • Maintain an accurate inventory of all
    CRS/Uganda assets, ensuring proper numbering.
  • Ensure invoices, vouchers and all relevant
    purchase documents are filed.
  • Print CRS property numbers on all assets
    at time of acquisition.
  • Ensure that all assets are engraved prior
    to dispatch to field locations or assigning to staff.
  • Quarterly review files against the
    relevant checklist for accuracy and completeness of records and filing
    (i.e. label all files and maintain a systematic filling list; open new
    files and recommend old files for closing; file all documents promptly and
    retrieve them when requested.)
  • Prepare Fixed Asset Notice form (FAN) in
    triplicates for purchases above $5000.
  • Conduct physical verification of assets
    every six months – March & September, reconcile master inventory and
    report to the Administration Manager.
Inventory & Storage:
  • Ensure proper storage of goods
  • Regularly check stock records and ensure
    that they are up dated on a regular basis to reflect the movement of goods
  • Regularly check and ensure that the
    correct procedure and proper documentation is carried out by all personnel
    requesting items from stock.
Office and international staff residence support
  • Support the maintenance of contracts/leases
    and other service contracts to ensure that they are updated regularly.
  • 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 communicate with the Administration Manager on
    replacement plans.
Staff safety and security
  • Ensure equipment are in place to guarantee
    staff safety in the workplace and at residential premises, for example
    fire, first aid, protective equipment, etc.
  • Regularly monitor the maintenance
    schedules and ensure equipment are regularly maintained
  • Support in identifying and recommending
    improvements towards staff safety requirements.
  • Support in ensuring that staff and visitors
    are aware of and comply with the required safety policies.
  • Ensure timely and accurate reporting of
    all safety incidents at the office.
Staff supervision
  • Ensure that the Administrative assistants,
    Office assistants 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 direct reports to support implementation of appropriate personal
    development plans and ensure effective performance.
  • Identify the development needs for direct
    report.



Qualifications, Skills and
Experience: 
  • The ideal candidate for the Catholic
    Relief Services (CRS) Senior Administration Officer job
    placement should preferably hold a Bachelor’s Degree in Social Sciences,
    Business Administration/Management or equivalent.
  • Five years of related work experience in a
    similar position, preferably with an international NGO or UN Agency.
  • Person of high integrity, interpersonal
    and customer care relations.
  • Excellent writing, listening and good
    communication skills.
  • Culturally sensitive and patient.
  • Ability to work with minimum supervision.
  • Ability to manage multiple tasks at a time
    and work effectively with colleagues from different backgrounds.
  • Computer literacy skills i.e. proficiency
    in MS word, MS Excel, and E-mail communication.
  • Agency-Wide Competencies:
    Serves with Integrity, Develops Constructive Relationships, Models
    Stewardship, Promotes Learning
How to Apply:
All suitably qualified and interested Ugandan candidates are encouraged
to send their cover letters, CVs and three work references (names and contact
information only) to ug_recruitment@crs.org
NB: Large files and/or scans
of documents will lead to rejection of your application in the subject line of
the email, copy and paste SENIORADMINISTRATIONOFFICERKAMPALA
 only.
Deadline: 5th January
2018 by 5:00PM

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