Job Title: Administration
Officer
Officer
Organisation: WEI/Bantwana
Project Name: USAID
funded BETTER OUTCOMES for Children and Youth in Eastern and Northern Uganda
funded BETTER OUTCOMES for Children and Youth in Eastern and Northern Uganda
Reports to: Regional
Manager & Logistics and Procurement
Manager & Logistics and Procurement
Duty Station: Uganda
About US:
WEI/Bantwana Initiative is a
Non-Governmental Organization that helps families and children orphaned and
made vulnerable by HIV/AIDS to access the comprehensive support and care they
need to grow into healthy adults.
Non-Governmental Organization that helps families and children orphaned and
made vulnerable by HIV/AIDS to access the comprehensive support and care they
need to grow into healthy adults.
About USAID BETTER OUTCOMES Project:
World Education Inc. /Bantwana
(WEI/B) is implementing the five- year USAID funded BETTER OUTCOMES for
Children and Youth in Eastern and Northern Uganda. The goal of the project is
to improve the wellbeing of children and youth orphaned and made vulnerable by
HIV and other adversities in Eastern and Northern Uganda. BETTER OUTCOMES is
implemented by a consortium of five partners, namely: WEI/B as the prime
partner; Mercy Corps, Uganda Women’s Efforts to Save Orphans (UWESO), Youth,
Alive and Friends of Christ Revival (FOC-REV); each responsible for specific
technical aspects of the project. The project is being implemented in 20
districts of Eastern and Northern Uganda.
(WEI/B) is implementing the five- year USAID funded BETTER OUTCOMES for
Children and Youth in Eastern and Northern Uganda. The goal of the project is
to improve the wellbeing of children and youth orphaned and made vulnerable by
HIV and other adversities in Eastern and Northern Uganda. BETTER OUTCOMES is
implemented by a consortium of five partners, namely: WEI/B as the prime
partner; Mercy Corps, Uganda Women’s Efforts to Save Orphans (UWESO), Youth,
Alive and Friends of Christ Revival (FOC-REV); each responsible for specific
technical aspects of the project. The project is being implemented in 20
districts of Eastern and Northern Uganda.
Job Summary: The Administration
Officer will provide supervision, coordination and control over general
administrative support and logistical activities of the regional office,
management of the petty cash, payments, office cleanliness, office security and
staff welfare.
Officer will provide supervision, coordination and control over general
administrative support and logistical activities of the regional office,
management of the petty cash, payments, office cleanliness, office security and
staff welfare.
Key Duties and Responsibilities:
Supporting administrative
functions on day to day basis
functions on day to day basis
- Supervises the maintenance of area premises and
environment to ensure its cleanliness and repairs at all times. - Ensures
timely and proper set-up of meeting/board rooms and venues for meetings. - Makes
sure that kitchen suppliers are available at all times by monitoring their
usage and arranging for their replacement timely. - Ensures
quality service levels for staff welfare functions and get-togethers - Support
and coordinate with the office assistant to ensure staff welfare is taken
care of.
Staff Supervision and
management
management
- Ensures
that all vehicles guidelines are effectively followed by both internal and
outsourced drivers. - Ensures
that regional office is clean at all times by effectively supervising the
cleaners, motivating them, and instilling a sense of discipline. - Implements
performance management processes and regularly set targets for staff under
your supervision and conducts effective staff appraisals, - Troubleshoot
administrative issues as they arise and help Regional Manager to raise
effective decisions.
HR Activities support
- Reports
to the Human Resource Manager any staff grievances and resolves conflicts
as they arise - Ensures
that all staff fill in timesheets and forward them to HR Office on a
monthly basis - Assist
in making follow-ups for staff medical cards and coordinate with
accredited insurance service providers within the region to ensure staff
receive quality service and ensuring that all the relevant information is
updated on regular basis with the HR - Keeps
track of leave applications and travel through coordination with
supervisor and HR Manager
Logistics Activities support:
- Manages
and coordinates all staff travel arrangements including booking staff
accommodation in the region - Integrate movement plans for Program Team for
effective vehicle allocation at National Office - Manages
and coordinates all Regional events
Ensuring Value for money/Procurement
- Assist
with the procurements of goods/services, ensuring value for money for all
services delivered - Plan,
monitor, and assist In procurement, and management of regional program
activities
Stores keeping
- Issue
out equipment, items, office supplies upon requisition by staff - Place
request for supplies whenever required. - Maintain
a stores ledger of all stock - Receive
goods as they are delivered. - Place
payment requests for goods delivered
Reporting: Regularly ensures that all administrative
activities are documented (also by taking adequate minutes during meetings),
analyzed and reported.
activities are documented (also by taking adequate minutes during meetings),
analyzed and reported.
Qualifications, Skills and Experience:
- The
applicant for the USAID Project Administration Officer job placement must
hold a University degree/ Pg. Diploma in relevant studies such as: Administration,
Business Management Logistics or Procurement - Three
years of progressive growth in administrative/program work experience,
particularly on donor-funded NGO projects. - Familiarity
with donor project management policies, procedures and requirements,
particularly USAID strongly preferred - Demonstrated
ability to lead and work in teams of diverse backgrounds and experience - Strong
ability to quickly assemble knowledge of program management, - Strong
interpersonal skills and ability to work in teams. - Excellent
computer proficiency (Microsoft office packages).
How to Apply:
All suitably qualified and
interested candidates who wish to join the World Education Inc. /Bantwana
(WEI/B) are encouraged to apply via E-mail only be sending an updated CV and
cover letter to: Human Resource Manager, World Education Inc Bantwana at
[email protected]
interested candidates who wish to join the World Education Inc. /Bantwana
(WEI/B) are encouraged to apply via E-mail only be sending an updated CV and
cover letter to: Human Resource Manager, World Education Inc Bantwana at
[email protected]
Deadline: 4th May 2018 by 5:00pm
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