The Ugandan Jobline

• Tasked with drawing up and managing the Annual Operation Plans in
  line with the divisional and departmental mandate
• Designing and updating Administration guidelines for WVU
• Identifying key gaps in the department and proposing mitigation
  measures to improve service delivery to users
• Budget drafting and monitoring for the department
• Providing management information for decision making through monthly
  report writing.

• Supervising, monitoring activities of administration staff i.e.
  Receptionists/Admin Assistants, Office Assistants, Courier
• Conducting periodic appraisals and providing coaching for
  performance of administration staff
• Ensuring monthly LDRs are filled by team members before 5th of every
  month
• Tracking staff Leave and encouraging team members to take leave to
  conform to set standards
• Identifying development and training areas of staff in the
  department

• Develop and maintain internal and external cleanliness standards of
  the office premises to ensure a good working environment
• Management and allocation of office space at the National Office
  (Nakasero & Kisozi)
• Continuous improvement of the organizational image through ensuring
  proper office lay out and outlook
• Provide supervision on routine service of office assets through and
  effective and efficient manner

• Put in place standards to ensure continuous and accurate
  communication flow (reception, internal and external mail deliveries)
• Communication and dissemination of guidelines and frame work
  agreements
• Represent the organization in dealing with service providers
• Ensure timely management of staff mobile airtime benefit and SLT
  black berries- subscription, up to date airtime loading, payment of
  service providers etc
• Have an up to date information on WVU Administration operations
  disseminated to the team for clear guidance

• Ensure a comprehensive and updated Asset Register is maintained in
  SUN System for WVU
• Ensure Field offices maintain Asset registers and submit monthly to
  National Office for updating the main register in case of moving hands
• Tracking of assets movements by; assigning to staff allocated and
  tracking change of ownership when an asset changes hands
• Ensure all the items bought that falls under Asset category
  according to WVU Policies are properly registered on the Asset Register
  with all the required information
• Recommend for disposal all assets that are obsolete of
  non-functional

• Ensure that Visa and travel documents are processed for WV
  staff/Guests/Support offices
• Negotiating special rates with air lines
• Ticket processing and confirmation
• Payment processing in line with set standards

• Immigration document processing of special passes, work permits and
  dependants passes.
• Coordinating and managing tenancies by acting as the link between
  expatriates and landlords
• Monthly utility bills management to ensure uninterrupted residencies
  (electricity, water, telephone, security, repairs & maintenance)
• Maintaining an updated database for International schools
• Contract management and managing of Landlords
• Management of WVU leased properties
• Maintaining Service Level Agreements
• Maintaining Key Performance Indicators for Admin service providers
• Addressing queries and complaints of either parties
• Finely payment processing

• Conducting continuous awareness to staff on how to use office
  facilities
• Conducting periodic safety awareness training (fire fighting and
  first aid)
• Management of security service provider (guards)
• Working closely with Security Manager on security guidelines for the
  premises and assets

• The ideal candidate for the World Vision Senior Administration
  Officer job opportunity must hold a 
  Bachelor’s degree in Business Administration/Secretarial or its
  equivalent from a recognized university.
• A minimum of five years of experience in administration roles with a
  reputable international NGO.
• Experience in managing organization assets is essential
• Experience in logistics and supplies-related activities of not less
  than Two Years, preferably within an NGO.
• Basic knowledge of facilities management is essential
• Experience in a supervisory role is required
• Good facilitation and communication skills
• Good computer skills with ability to write technical report.

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