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• Work in liaison with the Sub Program Manager and HR, coordinates,
  carries out and documents all staff employment activities such as
  recruitment, induction/orientation, placement, promotion, discipline and
  termination in line with LWF policies, guidelines and procedures;
• Maintains staff personnel files, and updates staff records on a
  regular basis, and in liaison with the Sub Program Accountant, compiles
  updated staff lists of all the project staff;
• Maintains and updates the annual staff leave schedule and endorses
  all leave applications in consultation with the staff concerned and their
  supervisors to confirm leave days due and ensures that the leave period
  and duration are adhered to;
• Prepares guard duty rosters for all guards and ensures compliance to
  the roster;
• Secures custody of office and motor vehicle duplicate keys, issues
  keys as agreed with the Sub program Manager, and maintains a register/log
  of all keys issued and returned, in addition to ensuring that keys are
  returned by staff as and when required;
• Participates in the activities of the Project Management Team,
  organises and arranges meetings and workshop venues;
• Ensures safe custody, proper use and maintenance of office supplies,
  utilities, and equipment, and assesses and advises on needs for repair
  and/or replacement and initiates/follows up procurement or replacement of
  office equipment and other requirements;
• Maintains an updated Fixed Assets Register of both the office and
  residential premises, and ensures the inventory is sent to the Finance
  Manager as and when required;
• Advises and updates the Sub Program Manager on due dates for renewal
  of staff identity cards, processes issuance in liaison with Kampala, and
  ensures IDs are kept updated at all times, and surrendered by staff on
  termination of employment;
• Arranges official travel, accommodation and visitation requirements
  for staff and visitors to/from the Project, and ensures that such
  arrangements are made and relayed to the relevant persons and offices in
  good time;
• Maintains effective communications links and working relations with
  LWF Head office, other Field offices and sister projects as well as the
  relevant local authorities, community leaders, civil
  society/non-governmental organisations, collaborating/implementing
  partners;
• Oversees and monitors staff discipline and compliance with LWF
  principles, policies and code of conduct, advises the Project Manager
  accordingly and organizes the Disciplinary Committee to review staff
  disciplinary cases as deemed necessary by the Project Manager or
  Management team;
• Monitors and informs management promptly of issues of individual or
  collective staff concern such as remuneration, entitlements, welfare,
  complaints and grievances, and investigates related problems and advises,
  guides or counsels affected staff accordingly;
• Ensures that project motor vehicles and equipment are well maintained
  and utilised as required or authorized by the Project Manager, and also
  monitors and maintains accurate records of fuel consumption, utilisation
  and service/repairs of motor vehicles and generators;
• Coordinates and, in conjunction with the Sub Program Manager,
  ensures that Section heads perform regular staff performance appraisals,
  and takes charge of follow-ups;
• In liaison with the Accounts section, verifies the utility bills for
  the project office and residential premises and forwards them for prompt
  payment;
• Liaises with Kampala office to ensure timely insurance and licensing
  of all motor vehicles;
• Oversees the staff medical fund utilization in conjunction with the
  Sub Program Accountant, and provides individual staff medical statements
  of account as required;
• Supervises Administrative Assistants, Office Assistants,
  Storekeepers, Drivers, Housekeepers and Guard/Gardeners.

• The ideal candidate for the Lutheran World Relief (LWR) Senior
  Administrative Officer job opportunity should hold a Bachelor’s degree in
  business administration or social science with bias in human resource
  management is essential OR Certificates or diplomas in Business
  Administration
• A minimum of five years of experience working in Administration and
  Human Resource Management in a reputable organisation with a multicultural
  character
• Computer literacy and some proficiency in MIS
• High integrity, self-driven and able to set own work schedule with
  rigorous deadlines
• Ability to initiate and complete assignments and to work under
  demanding circumstances with minimal supervision
• Strong organization, supervisory, problem-solving, interpersonal,
  communication as well as team building and negotiation skills
• Ability to collaborate and work productively with senior managers
  and to meet their expectations.
• Must maintain strict confidentiality in performing the duties of the
  Administration Officer;
• Must be honest and trustworthy, respectful, possess cultural
  awareness and sensitivity and flexible;
• Ability to initiate and complete assignments under demanding
  circumstances with minimal supervision.

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