The Ugandan Jobline

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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

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