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Job Title:    Interim Senior Operations
and Administrations Officer

Organisation: Farm
Africa

Duty Station: 
Kampala, Uganda

Reports to: Finance
and Administration Manager.

Duration & Hours: 4 month full-time, fixed-term contract: March 21 – July 21

 

About US:

Farm Africa, founded
in 1985, is an international non-governmental organization working in Uganda,
Ethiopia, Kenya and Tanzania. We drive agricultural and environmental change to
improve lives. Our strategy has three pillars: agricultural expertise,
management and preservation of ecosystems, and the power of business to drive
prosperity. We believe Africa has the power to feed itself and are helping make
this happen by establishing and spreading the best farming and forestry
techniques so that poor farmers and herders have more food to feed their
families and to sell. We help smallholders manage their natural resources
sustainably so that they can withstand climate change challenges and shocks and
ensure their families have enough food in the future as well as now. Farm
Africa works in partnership with communities, government, local and
international organizations, and the private sector to innovate, learn and
share best practices for maximum impact of our projects.

 

Job Summary:  The Interim Senior Operations and Administration
Officer (SOAO) will be a key member of the Farm Africa Uganda Team. Based in
the small but busy country office, the SOAO role is a busy and varied one
involving procurement, human resources, logistics, security, IT, finance and
facilities management. This is a fixed-term contract to provide maternity cover
for the permanent job holder, and it is anticipated that the Interim SOAO will
report for duty in early March 2021 accordingly.

 

Purpose Of The Role

To provide a high
standard of operational and administrative support to Farm Africa’s country
office and project teams in Uganda.

 

Key Duties and Responsibilities:  The key responsibilities of the Interim
Senior Operations and Administrations officer are:

Human Resources

·       
Coordinate
the advertising of vacancies as requested using appropriate channels

·       
Work
with field teams to recruit support staff

·       
Provide
overall, country-wide support with recruitment, including organising
interviews, facilitating tests and collecting references and certificates

·       
Prepare
employment contracts for new staff, and coordinate the induction process as
necessary

·       
Brief
all new staff on safeguarding policies and the Farm Africa Code of Conduct,
ensuring that a signed copy of the latter is held on staff members’ file

·       
Provide
international staff with practical support to obtain their work permits

·       
Collate
and maintain accurate leave and absence records for all Farm Africa Uganda
staff

·       
Support
CD and SMT with running disciplinary processes, acting as minute take as
required

Assets and
Insurance

·       
Create
and maintain a database of all Farm Africa vehicles and motorbikes in Uganda,
and ensure that they are comprehensively insured at all times

·       
Keep a
record of all staff members requiring a driving or riding permit to carry out
their duties, and ensure that they hold valid permits and copies are held on
file

·       
With
oversight from the FAM, take day to day responsibility for keeping health,
workers compensation and all risks insurance policies up to date – adding new
staff and assets as required

·       
Maintain
UCO asset register, and keep an up-to-date record of asset registers for each
project office

·       
Work
closely with field teams to ensure that fuel tracking and analysis reports are
prepared and shared on a monthly basis

·       
Act as
the main contact point for the vehicle tracking software supplier

Administration
& Logistics

·       
Provide
general practical administrative support to facilitate the efficient running of
the UCO including facilities mgmt. and oversight of casual staff carrying out
domestic and security duties

·       
Organise
hotels and transport for visitors, support SMT with transport requests

·       
Provide
wide-ranging administrative and practical support to the Country Director &
FAM as reasonably required, including supporting the FAM and CD with the
process of renewing operational certificates

·       
Work
closely with field offices to improve and streamline systems, processes and
policies

·       
Maintain
high standard of filling systems at UCO

IT Support

·       
Procurement
of laptops and other related equipment for all FA staff in Uganda

·       
Ensure
that all new laptops are fully configured with relevant software downloaded
Ensure that email addresses and necessary logins are set up for all new staff M
Act as first point of contact for IT enquires from field staff

Procurement

·       
With
support from the Finance & Administration Manage (FAM) lead the procurement
process for new projects starting up in Uganda

·       
Provide
ongoing procurement support to project teams, particularly with regards toitems
that need to be sourced from Kampala

·       
Create
and maintain a list of pre-authorised suppliers for Uganda Country Office (UCO)

Finance Support

·       
Manage
petty cash for the UCO

·       
Conduct
monthly petty cash reconciliations

·       
Act as a
bank agent

·       
Responsible
for filing hard and soft copies of financial documents including invoices,
payment confirmations and receipts

·       
Support
the FAM with the payment of invoices and preparation of supporting documents

 

Qualifications, Skills and Experience:

Essential

·       
The ideal
candidate for the Farm Africa Interim Senior Operations and Administrations
Officer job placement must hold a Bachelor’s Degree in Business Administration, Human
Resource Management or other relevant subject.

·       
A
minimum of three years’ experience of providing administrative and/or
logistical support within a busy office.

·       
Experience
of information management and using Microsoft Excel to manage and store data
and records

·       
Experience
of maintaining HR/staff records

·       
Experience
of leading or supporting procurements of both high and low value items.

·       
Experience
of coordinating logistics and travel within Uganda and the region

·       
Experience
of organising meetings and appointments for multiple different staff in an
office environment

·       
Outstanding
attention to detail

·       
Excellent
IT skills with the ability to pick up new software and programmes quickly

·       
Excellent
organisational skills with demonstrable ability to establish systems and
processes

·       
Strong
written and verbal communication skills including the ability to communicate
with people from a broad range of backgrounds

·       
Good
working knowledge of Microsoft Office programmes In particular Word, Excel and
PowerPoint

·       
Able to
work under own initiative

·       
Honesty
and Integrity

 

Desired

·       
A
practical understanding of Ugandan employment laws

·       
Experience
of managing office facilities

·       
Experience
of managing casual staff

·       
Experience
of supporting with disciplinary hearings and procedures

·       
Experience
of coordinating recruitment activities, in particular scheduling and organising
interviews, and obtaining references

·       
Supporting
with finance tasks such as preparing invoices for payment

·       
Experience
of working for an INGO

 

How to Apply:

All candidates
should send an updated CV, salary history and a two-page supporting statement
detailing how you meet the person specification to
ugandarecruitment@farmafrica.org including ‘Interim Senior Operations and
Administration Officer ’ in the subject line.

 

Please DO NOT send
additional documents such as certificates and references with your application.
Successful candidates ONLY will be required to provide these documents during
the referencing process.

 

Deadline: Tuesday 2nd February 2021 by 5:00pm (EAT)

 

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