The Ugandan Jobline

• 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

• 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  all withdrawn money from the bank for staff travel advances and other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

• 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.

• 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.

• 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

• 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

• 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

• 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

• Front
  office operations
• Petty
  cash management
• Logistical
  support
• Administrative
• Procurement
• Asset
  Management
• Program
  support
• Security

• 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

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