Job Title: Office
Administrator
Administrator
Organization: Interchurch
Organization for Development Cooperation (ICCO Cooperation)
Organization for Development Cooperation (ICCO Cooperation)
Duty Station: Kampala,
Uganda
Uganda
Reports to: Admin
& Program Support Officer
& Program Support Officer
About US:
Interchurch
Organization for Development Cooperation (ICCO Cooperation) is an international
non-governmental organization working towards a world in which people can live
with dignity and well-being, a world without poverty and injustice. Our core
values are justice, compassion and stewardship.
Organization for Development Cooperation (ICCO Cooperation) is an international
non-governmental organization working towards a world in which people can live
with dignity and well-being, a world without poverty and injustice. Our core
values are justice, compassion and stewardship.
Job Summary: The Office Administrator will support the
Admin & Program Support Officer (APSC) to ensure that processes run
professionally and smoothly across the regional and at the Regional Office, providing
logistical support, administrative and program support. The Office
Administrator is responsible for providing essential administrative support
across the Administration function.
Admin & Program Support Officer (APSC) to ensure that processes run
professionally and smoothly across the regional and at the Regional Office, providing
logistical support, administrative and program support. The Office
Administrator is responsible for providing essential administrative support
across the Administration function.
Key Duties and Responsibilities:
Front office
operations: The Office
Administrator ensures that;
operations: The Office
Administrator ensures that;
·
The
reception provides a professional first point of contact. The post office box
is emptied regularly.
The
reception provides a professional first point of contact. The post office box
is emptied regularly.
·
All
incoming letters and parcels are routed to the respective officers
All
incoming letters and parcels are routed to the respective officers
·
All
outgoing letters and parcels are processed with the appropriate courier, both
domestic and international
All
outgoing letters and parcels are processed with the appropriate courier, both
domestic and international
Logistical support:
The Office Administrator
ensures that;
The Office Administrator
ensures that;
·
Airport
transfers for staff and guests are scheduled.
Airport
transfers for staff and guests are scheduled.
·
Hotels
and transit to/from are arranged for incoming guests ln-country transport for field
trips is scheduled Prepare and submit documentation for obtaining work permit,
dependents passes and pupils/students passes application documents for
non-national staff.
Hotels
and transit to/from are arranged for incoming guests ln-country transport for field
trips is scheduled Prepare and submit documentation for obtaining work permit,
dependents passes and pupils/students passes application documents for
non-national staff.
·
Provide
logistic support to program officers and hosted partners for workshops in
accordance with ICCO procurement policy.
Provide
logistic support to program officers and hosted partners for workshops in
accordance with ICCO procurement policy.
·
Support
to the office of Regional Manager (personalized travel planning, document
preparation for signature, calendar management, remote support)
Support
to the office of Regional Manager (personalized travel planning, document
preparation for signature, calendar management, remote support)
Regional Office
Administration: The Office
Administrator ensures that;
Administration: The Office
Administrator ensures that;
·
A staff
schedule is maintained.
A staff
schedule is maintained.
·
A
schedule of planned visits is maintained.
A
schedule of planned visits is maintained.
·
Service
provider invoices and utility bill are received and processed for timely
payments
Service
provider invoices and utility bill are received and processed for timely
payments
·
Stores
for stationery and other office items are maintained and updated, and ensures timely
requisitions an assets tracking system for all equipment and other assets in
the Kampala office is developed and maintained Assets inventory is updated
every 6 months and provided for supervisor and Regional Manager endorsement
Stores
for stationery and other office items are maintained and updated, and ensures timely
requisitions an assets tracking system for all equipment and other assets in
the Kampala office is developed and maintained Assets inventory is updated
every 6 months and provided for supervisor and Regional Manager endorsement
·
Any
other duties assigned by the Supervisor.
Any
other duties assigned by the Supervisor.
Key Result Areas
·
Front
office operations
Front
office operations
·
Logistical
support
Logistical
support
·
Administration
Administration
·
Asset
Management
Asset
Management
Qualifications, Skills and Experience:
·
The
ideal candidate for the job opportunity must hold a Bachelor’s degree in
Business Administration, Social Work and Social Administration or related field
The
ideal candidate for the job opportunity must hold a Bachelor’s degree in
Business Administration, Social Work and Social Administration or related field
·
Two
years’ experience as an administrative officer with a supervisory role
Two
years’ experience as an administrative officer with a supervisory role
·
Good
Interpersonal & communication skills,
Good
Interpersonal & communication skills,
·
Open
mind to change
Open
mind to change
·
Supervisory
skills
Supervisory
skills
·
Negotiation
skills
Negotiation
skills
·
Excellent
language skills in English and a regional language
Excellent
language skills in English and a regional language
·
Basic
knowledge of bookkeeping
Basic
knowledge of bookkeeping
·
Process
redesign, analytical and problem solving skills
Process
redesign, analytical and problem solving skills
·
Broad
awareness of Information Technology
Broad
awareness of Information Technology
·
Competences: Open, Integrity, Reliable, Result driven,
Independent team worker, Possess cultural awareness and sensitivity
Competences: Open, Integrity, Reliable, Result driven,
Independent team worker, Possess cultural awareness and sensitivity
How to Apply:
All suitably
qualified and interested candidates should send a CV of not more than 3 pages
and an expression of interest to [email protected] as only email
applications shall be considered. All applications should indicate the subject
as: “UG OFFICE ADMIN” and no email should exceed 2MB.
qualified and interested candidates should send a CV of not more than 3 pages
and an expression of interest to [email protected] as only email
applications shall be considered. All applications should indicate the subject
as: “UG OFFICE ADMIN” and no email should exceed 2MB.
Deadline: Monday 3rd September 2018
NB:
Please note that only those selected will be contacted. Any form of lobbying
will lead to automatic disqualification.
Please note that only those selected will be contacted. Any form of lobbying
will lead to automatic disqualification.
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