Fresher Admin & Program Support Officer NGO Job Careers – Interchurch Organization for Development Cooperation (ICCO Cooperation)

Organization: Interchurch
Organization for Development Cooperation (ICCO Cooperation)
Duty Station: 
Kampala, Uganda
Reports to: Finance
Officer & Administration Manager
About US:
Interchurch Organization for
Development Cooperation (ICCO Cooperation) is an international non-governmental
organization working towards a world in which people can live with dignity and
well-being, a world without poverty and injustice. Our core values are justice,
compassion and stewardship.
Job Summary: The Admin
& Program Support Officer is responsible for maintaining day to day
administrative, logistical services and supporting programs in order to meet
staff requirements for a short period.
Key Duties and Responsibilities:
Front Office Operations:
  • Act
    as the first contact of ICCO with both internal & external clients
    including making & receiving calls, ensuring that visitors &
    guests are well attended to.
  • Ensure
    post office box is emptied every 2 weeks and annual subscription fee for
    the post box is paid in January of every year
  • Receive
    and route all incoming letters and parcels to the respective officers
    Responsible for receipt and dispatch of courier both domestic and
    international
Petty cash management:
  • Requisition
    for cash; as per threshold for smooth office operations
  • Maintain
    and update the petty cash book by entering every paid out transaction and
    incoming transaction.
  • Reconcile
    the cash book with cash at hand every day at close of business and every
    morning at opening business on week days and then every Friday at 0500pm,
    reconcile and provide petty cash balance report to the finance
    administrator and keep a copy on file
  • Write
    cash and cheque payment requisition forms for staff guests, utilities and
    vendor payments, indicate budget cost centres then hand in payment
    vouchers written to my supervisor for approval then to the finance
    administrator for cash, cheque or EFT payments.
  • Receive
    all withdrawn money from the bank for staff travel advances and other
    requisitions, count it in presence of Finance Administrator and put in
    separate envelopes for each staff, keep the vouchcr and ensure every staff
    who picks their advance sign against their name, check the money before
    they take it
  • Receipt
    all refunds of balances on advances, count the money in presence of person
    paying, write a receipt and provide a copy for the accountability sheet
    and the original for the payer then fill bank deposit forms for all money
    received as refund to be banked and obtain deposit slip to give to FA for
    his records
  • Receive
    all accountability sheets and take to finance for approval and lastly to
    budget holder before handing to FA for filing
Logistical Support:
  • Arrange
    airport transfers for incoming guests, their departures and outgoing staff
    and their return trips
  • Book
    hotels for incoming guests and arrange pick and drops from hotels to the
    Regional office Arrange inland transport for incoming guests with field
    trips Book flights for outgoing staff and incoming staff
  • Prepare
    and submit documentation for obtaining work permit, dependants passes and
    pupils/students passes application documents for non-national staff at the
    NGO Bureau to acquire recommendation needed by issuing immigration office
  • Apply
    for online work, dependants and pupil/student pass permits online by
    scanning and uploading all documents listed, fill online application form
    and then submit for final confirmation. Upon confirmation, take response
    to bank for assessment of permit fees, the request for funds and then pay
    in the bank. The last process is to photocopy all documents, create a file
    and submit for immigration office then person obtains permit
  • Source
    for 3 quotations from hotels for forth coming planned workshops that are
    assessed and send both quotes and assessments to in charge of the workshop
    for their decision.
  • Once
    decision made and preferred hotel selected, raise LPO, approved and sent
    to hotel to confirm booking
  • For
    cases where stationery and printing of banners, flyers, calendars etc. are
    required, procure the items following the procurement process and deliver
    at the venue before workshop begins Plan and Coordinate KIA, COS, LFTW,
    AIDS FONDS and other Civic engagement partner’s workshops and other
    official events.
Administrative Duties:
  • Ensure
    the office, office annex, compound and garden are cleaned and maintained
  • Ensure
    there is enough space available for all staff to carry out their duties
    and daily provisions of coffee/teas and snacks.
  • Ensure
    all available staff have reported on duty and follow up with those absent
    to find out why Provide space for visiting staff and guests
  • Receive
    all invoices from service providers and utility bills, process them for
    timely payments Maintain and update stores for stationery and other office
    items and ensure timely requisitions Maintain file for office sharing
    partners and raise invoices for timely payment of rent Keep contractual
    records for landlords for the office and TCN staff and make timely
    renewals and requests for timely rental payments
  • Develop
    and maintain a rota for servicing of all office equipment including
    computers, printers, generator etc
  • Assist
    HR by inviting applicants for interviews, together with others selected on
    panel interview the applicants, file HR documents and also retrieve those
    required.
Procurement:
  • In
    charge of ensuring purchase of goods and services follow ICCO procurement
    guidelines by raising early purchase requisitions of goods and services,
    solicit 3 quotations Procure all goods and services requested following
    procurement guidelines for Kampala office and other requisitions from
    other CESA offices, raise LPOs to service providers for timely supply of
    goods and services and ensure quality of goods and services provided are
    of quality Supervise services rendered on site and engage vendor for
    corrective action where need be Every 2 years carry out a prequalification
    process for service providers of goods and services with procurement
    committee and manage and maintain service providers list
  • Annually
    carry out assessment on performance of service providers and share with my
    supervisor for her action
Asset Management:
  • Develop
    and maintain an assets tracking system for all equipment and other assets
    in the Kampala office and ensure they are all engraved
  • Ensure
    that all organisational assets are functional at all times and attend to
    faulty reports immediately
  • Every
    6 months update assets inventory and provide for supervise and regional
    manager for endorsement
  • Liaise
    with GO finance for depreciation rate of laptops and basing on that raise
    list of laptops for timely disposal of and also for other office equipment
Program Support:
  • Create
    relation/creditor/debtor numbers for projects, consultants and staff for
    all countries within CESA, open and maintain physical files for the
    created projects.
  • Facilitate
    contracting process by editing and printing contracts, feedback letters,
    end letters and other communication to partners likewise forward or follow
    up partner concerns with program officers Assist program staff in ensuring
    timely submission of reports, periodic follow up on pending feedback
    letters and other communications regarding projects
Security:
  • Ensure
    day and night guards have reported on duty
  • Check
    parameter walls around the office to ensure safety from break in and
    collapsc of wall Maintain First Aid box
  • Ensure
    all smoke detectors and other fire fighting equipment are maintained and
    in workable conditions
  • With
    support from country manager update country security plan
  • Maintain
    and update records of staff residential maps and other important staff
    safety residences
  • Ensure
    contractual terms are up to date for security guarding and alarm services
  • Provide
    security brief notes to incoming guests and upon arrival take them through
    a security briefing
  • Maintain
    official communication between ICCO and the security company for regular
    briefs and also raise concerns to them regarding office security Security
    focal person for Uganda office
Key Result Areas:
  • Front
    office operations
  • Petty
    cash management
  • Logistical
    support
  • Administrative
  • Procurement
  • Asset
    Management
  • Program
    support
  • Security



Qualifications, Skills and Experience: 
  • The
    ideal candidate for the Admin & Program Support Officer job placement
    must hold Bachelor’s degree in business administration or related field
  • Two
    years’ experience as an administrative officer with a supervisory role
  • Good
    Interpersonal and communication skills, including intercultural
    communication and communication with ecumenical actors
  • Negotiation
    skills
  • Excellent
    language skills in English and a regional language 
  • Supervisory skills.
  • Basic
    knowledge of book keeping
  • Stress
    management and ability to multitask
  • Analytical
    and problem solving skills
  • Personal Competencies: Open, Integrity, Reliable, Result driven,
    Independent team worker, Possess cultural awareness and sensitivity, Affinity
    with the protestant character of ICCO and Kerk in Actie, Entrepreneurial
    and commercial thinking
How to Apply:
All candidates should send
their applications clearly marked: “Admin & Program Support Officer” with
an updated CV of not more than 3 pages, a motivational letter and contact
details of 3 professional referees to
central-and-eastern-africa@icco-cooperation.org as only email applications
shall be considered and no email should exceed 2MB.
NB: We thank all applicants for
their interest but please note that only those short listed will be contacted
and any form of lobbying will lead to automatic disqualification
Deadline: 25th February 2018
For more of the latest jobs,
please visit 
http://www.theugandanjobline.com or find us on our facebook page https://www.facebook.com/UgandanJobline

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