Job
Title: Senior
Administration Officer
Title: Senior
Administration Officer
Organization: Windle
International Uganda (WIU)
International Uganda (WIU)
Funding Source: United Nations High Commissioner for Refugees (UNHCR)
Duty Station:
Kampala, Uganda
Kampala, Uganda
About US:
Windle International
Uganda (WIU) formerly Windle Trust Uganda is a registered INGO whose mission is
to promote peace and development in communities through provision and
coordination of Education and training for Refugees and people affected by
conflict.
Uganda (WIU) formerly Windle Trust Uganda is a registered INGO whose mission is
to promote peace and development in communities through provision and
coordination of Education and training for Refugees and people affected by
conflict.
Windle International
Uganda is the lead partner of UNHCR in implementing Education Projects in
Uganda with close collaboration with the Government of Uganda through the
Office of the Prime Minister.
Uganda is the lead partner of UNHCR in implementing Education Projects in
Uganda with close collaboration with the Government of Uganda through the
Office of the Prime Minister.
Job Summary: The
Senior Administration Officer will provide administrative services to all WIU
functions and maintain a conducive working environment within Administration
guidelines.
Senior Administration Officer will provide administrative services to all WIU
functions and maintain a conducive working environment within Administration
guidelines.
Key Duties and Responsibilities:
Planning and
Strategy
Strategy
·
Drawing
up and managing the Annual Operation Plans in line with the divisional and
departmental mandate
Drawing
up and managing the Annual Operation Plans in line with the divisional and
departmental mandate
·
Designing
and updating Administration guidelines for WIU
Designing
and updating Administration guidelines for WIU
·
Identifying
key gaps in the department and proposing mitigation measures to improve service
delivery
Identifying
key gaps in the department and proposing mitigation measures to improve service
delivery
·
Budget
drafting and monitoring for the department
Budget
drafting and monitoring for the department
·
Providing
management information for decision making through monthly report writing.
Providing
management information for decision making through monthly report writing.
People Performance
and Management
and Management
·
Supervising,
monitoring activities of administration staff i.e. Receptionists/Admin
Assistants, Logistics Officers, Contracts Administrators, Office Assistants,
Courier, guards among others
Supervising,
monitoring activities of administration staff i.e. Receptionists/Admin
Assistants, Logistics Officers, Contracts Administrators, Office Assistants,
Courier, guards among others
·
Guiding
Administration staff to develop and follow through with work plans designed to
support
Guiding
Administration staff to develop and follow through with work plans designed to
support
Administration
support
support
·
Conducting
periodic appraisals and providing coaching for performance of administration
staff
Conducting
periodic appraisals and providing coaching for performance of administration
staff
·
Tracking
staff Leave and encouraging team members to take leave to conform to set
standards
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
Identifying
development and training areas of staff in the department
Office Premises
·
Develop
and ensure maintenance of internal and external cleanliness standards of the
office premises to ensure a good working environment
Develop
and ensure maintenance of internal and external cleanliness standards of the
office premises to ensure a good working environment
·
Management
and allocation of office space at the Head Office
Management
and allocation of office space at the Head Office
·
Continuous
improvement of the organizational image through ensuring proper office lay out
and outlook
Continuous
improvement of the organizational image through ensuring proper office lay out
and outlook
·
Provide
supervision on routine service of office assets in an effective and efficient
manner
Provide
supervision on routine service of office assets in an effective and efficient
manner
Communication and Relationships
·
Put in
place standards to ensure continuous and accurate communication flow
(reception, internal and external calls, email and mail deliveries)
Put in
place standards to ensure continuous and accurate communication flow
(reception, internal and external calls, email and mail deliveries)
·
Communication
and dissemination of guidelines and frame work agreements
Communication
and dissemination of guidelines and frame work agreements
·
Represent
the organization in dealing with service providers (Routine Administration
Services)
Represent
the organization in dealing with service providers (Routine Administration
Services)
·
Ensure
timely management of staff mobile airtime benefit and airtime loading, payment
of service providers etc.
Ensure
timely management of staff mobile airtime benefit and airtime loading, payment
of service providers etc.
·
Have an
up to date information database on WIU Administration operations disseminated
to the team for clear guidance
Have an
up to date information database on WIU Administration operations disseminated
to the team for clear guidance
Assets and
Logistics Management
Logistics Management
·
Ensure a
comprehensive and updated Asset Register is maintained in the System for WIU
Ensure a
comprehensive and updated Asset Register is maintained in the System for WIU
·
Ensure
Field offices maintain Asset registers and submit monthly to Head Office for
updating the main register in case of moving hands
Ensure
Field offices maintain Asset registers and submit monthly to Head 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
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 WIU Policies
are properly registered on the Asset Register with all the required information
Ensure
all the items bought that falls under Asset category according to WIU Policies
are properly registered on the Asset Register with all the required information
·
Recommend
for disposal all assets that are obsolete of non-functional
Recommend
for disposal all assets that are obsolete of non-functional
·
Strategically
plan and manage logistics, warehouse, transportation and customer services
Strategically
plan and manage logistics, warehouse, transportation and customer services
·
Manage
an accurate inventory of warehouse materials and other supplies in storage.
Manage
an accurate inventory of warehouse materials and other supplies in storage.
·
Schedule
and track inbound (purchased) and outgoing (to Field Offices) deliveries
Schedule
and track inbound (purchased) and outgoing (to Field Offices) deliveries
·
Recruit
and train logistics and stores personnel.
Recruit
and train logistics and stores personnel.
·
Ensure
materials are delivered to Field Offices in a timely manner as per Procurement
and Logistics SOPs.
Ensure
materials are delivered to Field Offices in a timely manner as per Procurement
and Logistics SOPs.
·
Assess
and recommend ideal shipping methods, routing or carriers to meet necessary parameters,
specifications and costs.
Assess
and recommend ideal shipping methods, routing or carriers to meet necessary parameters,
specifications and costs.
·
Negotiate
rates with carriers in conjunction with the Procurement Department.
Negotiate
rates with carriers in conjunction with the Procurement Department.
·
Institute
efficient systems to keep track of quality, quantity, stock levels, delivery
times, transport costs and efficiency
Institute
efficient systems to keep track of quality, quantity, stock levels, delivery
times, transport costs and efficiency
Travel facilitation
·
Manage
and ensure adherence to Executive Driver(s)’s schedule(s)
Manage
and ensure adherence to Executive Driver(s)’s schedule(s)
·
Ensure
that vehicle maintenance and repair schedules are adhered to
Ensure
that vehicle maintenance and repair schedules are adhered to
·
Ensure
that Visa and travel documents are processed for WIU staff/Guests/Support
offices
Ensure
that Visa and travel documents are processed for WIU staff/Guests/Support
offices
·
Ticket
processing and confirmation
Ticket
processing and confirmation
Travel related
payment processing in line with set standards
payment processing in line with set standards
·
Contract
management and managing of Landlords
Contract
management and managing of Landlords
·
Supervise
the overall Management of WIU leased properties
Supervise
the overall Management of WIU leased properties
·
Maintaining
Service Level Agreements
Maintaining
Service Level Agreements
·
Maintaining
Key Performance Indicators for Admin service providers
Maintaining
Key Performance Indicators for Admin service providers
·
Addressing
queries and complaints of either parties
Addressing
queries and complaints of either parties
·
Manage
other Service Contracts like Insurance, Security, IT Services, etc.
Manage
other Service Contracts like Insurance, Security, IT Services, etc.
Safety and Security
·
Conducting
continuous awareness to staff on how to use office facilities
Conducting
continuous awareness to staff on how to use office facilities
·
Conducting
periodic safety awareness training (firefighting and first aid)
Conducting
periodic safety awareness training (firefighting and first aid)
·
Management
of security service provider (guards)
Management
of security service provider (guards)
·
Working
closely with Security Manager on security guidelines for the premises and
assets
Working
closely with Security Manager on security guidelines for the premises and
assets
Qualifications, Skills and Experience:
·
The
ideal candidate for the Windle International Uganda (WIU) Senior Administration
Officer job must hold a Bachelor’s degree in Business Administration, Public
administration, Logistics Management or its equivalent from a recognized
University.
The
ideal candidate for the Windle International Uganda (WIU) Senior Administration
Officer job must hold a Bachelor’s degree in Business Administration, Public
administration, Logistics Management or its equivalent from a recognized
University.
·
A
master’s degree in Public Administration and management will be an added advantage
A
master’s degree in Public Administration and management will be an added advantage
·
A
minimum of five years’ experience in administrative roles with a reputable
international NGO.
A
minimum of five years’ experience in administrative roles with a reputable
international NGO.
·
Experience
in managing organization assets is essential
Experience
in managing organization assets is essential
·
Experience
in Administration-related activities of not less than Three Years, preferably
within an NGO.
Experience
in Administration-related activities of not less than Three Years, preferably
within an NGO.
·
Basic
knowledge of facilities management is essential
Basic
knowledge of facilities management is essential
·
Experience
in a supervisory role is required
Experience
in a supervisory role is required
·
Contract
management skills and experience is an added advantage
Contract
management skills and experience is an added advantage
·
Supply
chain management skills
Supply
chain management skills
·
Process
improvement
Process
improvement
·
Policy
Development
Policy
Development
·
Purchasing
Purchasing
·
Enterprise
resource planning (ERP)
Enterprise
resource planning (ERP)
·
Scheduling
Scheduling
·
Good
facilitation and communication skills
Good
facilitation and communication skills
·
Excellent
computer skills with ability to write technical reports.
Excellent
computer skills with ability to write technical reports.
How to Apply:
All interested
applicants should submit their applications including detailed Curriculum
Vitae, 2 years’ salary history, copies of academic transcripts and certificates
including telephone, email contacts and details of at least three professional
referees addressed to:
applicants should submit their applications including detailed Curriculum
Vitae, 2 years’ salary history, copies of academic transcripts and certificates
including telephone, email contacts and details of at least three professional
referees addressed to:
The Human Resource
Manager,
Manager,
Windle International
Uganda,
Uganda,
P.O Box 24230
Kampala, Uganda
Kampala, Uganda
Applications must be
hand delivered to The Windle House, Plot 726 Nagawa Close, Mawanda Road, Mulago
Hill, Kamwokya.
hand delivered to The Windle House, Plot 726 Nagawa Close, Mawanda Road, Mulago
Hill, Kamwokya.
Deadline: 10th January, 2019 by 5pm
Note:
- Windle International is an equal opportunity employer; Females,
minority groups and People with disabilities who qualify for any of the
above vacancies are encouraged to apply. - No canvassing or lobbying will be tolerated. Individuals found to
have done so will immediately be disqualified and black listed. - Only Shortlisted applicants will be contacted.
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