Administration Officer USAID Project Jobs – WEI/Bantwana

Job Title:    Administration Officer

Organisation: WEI/Bantwana

Reports to: Program Director

Duty Station: Uganda


About US:

WEI/Bantwana Initiative is a Non-Governmental Organization that helps families and children orphaned and made vulnerable by HIV/AIDS to access the comprehensive support and care they need to grow into healthy adults.


Job Summary:  The Administration Officer will provide supervision, coordination and control over general administrative support and logistical activities of the regional office, management of the petty cash, payments, office cleanliness, office security and staff welfare.


Key Duties and Responsibilities: 

Reception/Front desk management

  • Receiving and welcoming visitors at the Office and attending to them appropriately; receives applications, invoices, and any other documents as may be delivered and distributing them to specific individual
  • Responsible for maintaining the reception area in a well-organized and presentable state
  • Answering phones and scheduling appointments/ meetings
  • Photocopying and ensuring a proper filing system at the office; Set up and update project and administrative files.

Supporting administrative functions on day to day basis          

  • Supervise the proper maintenance of office premises and surrounding environment to ensure its cleanliness and good state of repair at all times.
  • Ensure office security and all staff safety procedures are in place, adhered to and report any deviations to your supervisor for corrective action.
  • Handle Regional Office imprest and ensure timely payments, reconciliation and replenishment
  • Ensure timely payment of all received utilities e.g. water, electricity place requests for payment
  • Manage and coordinate all events ensuring quality service levels for staff welfare such as break teas, staff parties and get-togethers.
  • Ensure the set-up of an accessible filling system for both administrative and program documentation and update project and administrative files.
  • Ensures timely and proper set-up of meeting/Boardroom venues for meetings

Staff Supervision and management

  • Ensures that regional office is clean at all times by effectively supervising the office assistant, motivating them, and instilling discipline.
  • Implements performance management processes and regularly set targets for staff under your supervision and conducts effective staff appraisals.
  • Trouble shoot administrative issues as they arise and help the Program Director to raise effective solutions rooted in policy.

HR Activities support

  • Ensures all staff fill in their timesheets and forward them to HR Office monthly. Assist in making follow-ups for staff medical cards and addition to other insurance schemes by providing updated staff information on a regular basis.
  • Maintain an updated staff leave schedule in coordination with supervisor and HR Manager.

Logistics Activities support       

  • Ensures that vehicle policy guidelines are effectively followed by both staff, internal and outsourced drivers.
  • Manage and coordinate all staff travel arrangement including booking for staff accommodation in the Region and in Kampala
  • Integrate movement plans for Program Team for efficient vehicle allocation
  • Coordinate with Head Office Procurement team to ensure motor vehicles and cycles are serviced and refueled on time
  • Assemble source documentation to support fuel and service payments for review by the Finance Officer before dispatch to Kampala for payment.

Ensuring Value for money/Procurement      

  • Participate in the planning for regional program activities and advise on best practice for initiation of procurement requirements
  • Assist with the procurements of all administrative goods/services.
  • Identify, and manage the negotiation, execution, performance and termination of contracts for small vendors.
  • Ensure Value for Money for all goods and services procured locally and report deviations to Head Office for corrective action
  • Assemble documentation for all local procurement activity for Supervisory review and onward transmission to Head Office for execution/payment
  • Supervise regionally contracted service providers of security, courier, staff accommodation to ensure compliance to contract provisions

Assets Management/Stores keeping   

  • Manage the proper use and maintenance of assets i.e. furniture, generators,
  • computers, copiers/printers, etc. facilitating the servicing of such equipment as and when required
  • Manage the periodic projection, requisitioning, delivery inventorying and issue of office stationery and kitchen supplies.
  • Maintain a stores ledger of all stock, carrying out periodic monthly stock-counts, reconciliations and filing reports with the Finance Officer.
  • Conduct periodic monthly-quarterly asset verifications, update Regional assets register and file a copy with the Finance Officer and Head Office in Kampala
  • Issue out equipment, items, office supplies upon requisition by staff
  • Place payment requests for goods delivered


  • Regularly ensures that all administrative activities are documented (also by taking adequate minutes during meetings).
  • Any other added professional roles by your supervisor


Qualifications, Skills and Experience:

  • The ideal candidate must hold a University degree/ diploma qualification in relevant studies such as: Business Management, Business Administration or Bachelor of Human Resource Management
  • Three years of administrative/program work experience, particularly on donor- funded NGO projects.
  • Familiarity with donor project management policies, procedures and requirements.
  • Strong ability to quickly assemble knowledge of program management.
  • Strong interpersonal skills and ability to work in teams.
  • Good computer literacy (Microsoft office package).
  • Experience in preparation and presentation of reports.


WEI/B takes the prevention of sexual exploitation, abuse and harassment seriously, and the successful candidate will be expected to submit a certificate of good conduct from Interpol.


How to Apply:

All candidates should send their applications including CV and supporting materials to


Deadline: Friday, 23rd July 2021


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