Senior Administrative Officer US Non-profit Careers – Lutheran World Relief (LWR)

Lutheran World Relief (LWR)
Duty Station: Uganda
Reports to:
Sub Program Manager
About US:
Lutheran World
Relief is a US non-profit organization that works with local partners to
provide lasting solutions to poverty, injustice and human suffering. LWF Uganda
works to reduce people’s vulnerability, supporting them to realize their
potential, to build on their assets, and to respond to their own problems and
needs. LWF Uganda currently has five areas of operation in Pader, Kitgum,
Adjumani, Katakwi, Sembabule, Kampala and Kamwenge Districts.
Job Summary:  The Senior Administrative Officer will be
responsible for the implementation, coordination, monitoring and efficient
administration and management of human and material resources in the Field
office, in accordance with the established LWF Uganda policies and guidelines
as well as the Uganda statutory requirements and standards.
Key Duties and Responsibilities: 
  • 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
  • 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
  • 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.

Qualifications, Skills and Experience:
  • 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
  • A minimum of five years of experience working in Administration and
    Human Resource Management in a reputable organisation with a multicultural
  • 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.
How to Apply:
(motivation letter and detailed curriculum vitae in English), with the names
and e- mail addresses of three persons who know the applicant professionally,
should be sent via Email to: Please do not include
certificates for education, trainings, etc. Please use the title of the job you
are applying for as the subject line. Hand delivered applications can also be
sent to our Offices in Kampala. Please indicate the position you have applied
for on the top of the parcel addressed to:
The Human Resource
Lutheran World
Plot 1401, Ggaba,
Road after the American Embassy
P.O. Box 5827,
Kampala, Uganda.
Deadline: 20th July 2018
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