Administration Officer International NGO Jobs – CBM

Job Title:        Administration Officer           
Organisation: CBM
Duty Station: Kampala,
Uganda
About US:
CBM is an
international Christian development organisation, committed to improving the
quality of life of people with disabilities in the poorest communities of the
world. Based on its Christian values and over 100 years of professional
expertise, CBM addresses poverty as a cause and a consequence of disability,
and works in partnership to create an inclusive society for all.
Job Summary:  The Administration Officer will establish
procedures and mechanisms for simple and streamlined administrative operations.
S/he will ensure efficient office administration to enable and facilitate the
work for all departments. S/he will line-manage any administration staff to
ensure they function efficiently and effectively.
Key Duties and Responsibilities: 
General
  • Manage professional office administration and efficient operations
    of the Country Office in line with relevant CBM standards.
  • Document and maintain updated administrative processes and
    procedures; initiate and lead regular reviews to ensure clarity, effectiveness
    and efficiency.
  • Ensure that CBM is complying with in-country regulatory requirements
    such as registration and related annual reporting to relevant authorities
    (except financial regulatory requirements such as statutory accounts,
    audit, tax filing, social security contributions, etc., which are the
    responsibility of the Country Finance Manager).
  • Effectively line-manage the administrative staff based on
    performance.
  • Handle logistics including travel bookings and visitor schedules,
    including establishing a regular travel and visitors plan.
  • Handle visa applications for visitors and expatriate co-workers.
  • Handle the practical organisastion of office meetings, workshops,
    training, etc.
  • Provide secretarial duties, including handling of official
    correspondence with authorities, business registrations, etc.
  • Provide support to the Country Director specific to the operational
    requirements of his/her position, such as schedule management, minute
    taking, report writing.
  • Ensure office and property/facility management, including office
    cleanliness, organising and overseeing maintenance and repair works on CBM
    premises or on CBM assets; facilitating and following up on Accessibility
    and Inclusion audits.
  • Put in place and maintain relevant insurance contracts.
  • Ensure professional receptionist services for the office.
  • Take responsibility for record keeping and filing of important
    administrative office documentation; manage the office archive
  • Coordinate timely disposal of old and obsolete office equipment and
    assets, as guided by CBM guidelines on disposal
  • Ensure proper allocation, maintenance and utilization of equipment
    and office furniture especially those in the common areas;
  • Maintain proper record keeping in regard to billings, service
    contracts and ensure that queries/anomalies are dealt with
  • Act as the custodian of the office keys, to ensure the office is
    opened on time and properly closed at the end of the work day, following
    the relevant SOPs for office safety and security.
  • Serve as custodian for and disburse petty cash fund (imprest
    account), liquidate and replenish in a timely manner.
  • Support the timely procurement of goods and services to address the
    needs of the Country Office; act as a member of a vendor/supplier
    selection committee.
  • Ensure oversight and management of Country Office IT systems and
    maintenance, access to Navision (where relevant), Sharepoint and other
    relevant programmes.
  • Collaborate closely with the Country Finance and Regional HR Manager
    to ensure cross-functional policies, procedures and practice are
    harmonised and streamlined where relevant.
  • Model and promote CBM’s values, culture and inclusive practices and
    promote disability and gender equality with colleagues.
  • Serve as safety and security focal point for the Country Office,
    ensure all staff and visitors comply with Safety and Security SOP in
    country. This will involve coordination sensitization sessions, training
    and regular communication.
HR Administration:
  • Support the Regional HR Manager in ensuring on-time delivery of HR
    services and accuracy of information.
  • Provide timely and consistent HR data for the Country office to
    facilitate the preparation and dissemination of HR reports.
  • Submit HR recruitment / contracting requests for approval in line
    with the Authority Structure
  • Support the Regional HR Manager with administrative and logistical
    aspects of expatriate co-worker assignments, such as arranging house
    leases, security, vehicle, etc.
  • Facilitate the in-country recruitment and candidate selection
    process.
  • Ensure employment contracts are in place and inform the Country
    Director in a timely manner of contract end-dates.
  • Coordinate the process of induction & briefing for new staff in
    the Country Offices.
  • Coordinate the effective implementation of the annual performance
    management process by line managers in line with agreed timelines
  • Ensure all staff have up-to-date and signed job descriptions in
    place.


Qualifications, Skills and Experience: 
  • The CBM Administration Officer must hold an academic degree in
    General Management, Business Administration or any other relevant field.
  • At least three years of experience in a similar position within a
    reputable organisation, preferably a development organisation.
  • Effective interpersonal and communication skills.
  • Quality results oriented.
  • Ability to work under pressure, prioritise tasks efficiently and
    meet critical priorities.
  • Highly organised and self-directed, comfortable working in a
    fast-paced environment with changing priorities and under minimal
    supervision.
  • Ability and willingness to work outside office regular hours.
  • Ability to proactively anticipate any potential issues or risks for
    the office and submit appropriate recommendations to address them
  • High level of professionalism, maturity and integrity when dealing
    with sensitive information and issues.
  • An effective team player who is able to work diplomatically and with
    sensitivity with individuals from a variety of cultures, professions and
    personal backgrounds.
  • Advantage of lived experience with disability.
NB:
CBM encourages Ugandan nationals who meet the qualifications to apply
How to Apply:
All suitably
qualified and interested candidates are invited to submit via e-mail, a
meaningful letter of motivation, stating why he/she wishes to work for CBM, CV,
three professional references and salary expectations to
Recruit.Nairobi@cbm.org
Deadline: 7th September 2018 by 5 pm
NB:
CBM encourages persons with disabilities who qualify to apply for this
position. Only short-listed candidates will be contacted.
For more of the
latest jobs, please visit http://www.theugandanjobline.com or
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