The Ugandan Jobline

Job Title:  Senior Administration Officer

Organisation: World Vision International

Duty Station: Kampala, Uganda

Reports to:  Supply Chain & Support Services Director

About US:

World Vision Uganda is a Christian Relief, Development and Advocacy Non-Government Organization dedicated to working with children, families and communities to overcome poverty and injustice. We currently work in over 41 districts in Uganda. World Vision is committed to the protection of children and we will not employ people whose background is not suitable for working with children. All employment is conditioned upon the successful completion of all applicable background checks, including criminal record checks where possible. “Our Vision for every child, Life in all its fullness.  Our prayer for every Heart, the will to make it so.”

Job Summary:  The senior administration officer will lead the national office administration office in delivering comprehensive support to the departments at national and field level. The senior administration officer will be responsible for the department budget and will oversee the functional operating plans of the team. The personnel will also lead liaising with other teams in delivering quality reporting and support to the WVU mission objectives.

The SAO is responsible for managing and implementing the administrative, financial, compliance, external relations and liaison functions of the department at the National Office. The position coordinates office operations and procedures to ensure organizational effectiveness, efficiency and safety. This position ensures that the department is responsive to programmatic priorities and complies with statutory requirements (audit, asset management, safety regulations etc).

The incumbent for this position is required to take initiative, work in collaboration with peer departments and have a broad knowledge of WVU operational procedures and ensure efficiency of WVU administrative support services in WVU.

The position holder oversees the day-to-day running of the National Office operations, including property management, assets and inventory management, monitor department transactions to ensure budget management is in line with the planned program activities. Additionally, this position directly and indirectly manages the front desk, office assistants and janitorial workers at National Office.

The position ensures that overall administrative functions (office management, facilities, assets, inventory, and travel logistics) of the country office are professional, effective and efficient.

Key Duties and Responsibilities:

Planning and strategy

• Draw up and manage the annual operating plans in line with the divisional and departmental mandates.
• Designing and updating administration guidelines for WVU processes.
• Identifying key gaps in the department and proposing mitigation measures to improve service delivery to users.
• Drafting the budget and monitoring departmental usage in line with scope.
• Monitor department budget in line with Division scope and work plans.
• Provide management information for decision-making; use of monthly reports.
• Achieve the SS division key performance indicators and all service delivery components included in the areas of travel, asset& stores management, communications, and facilities management.
• Prepare input for the work plan of the department under his/her supervision, determining priorities and allocating resources for the completion of output and their timely delivery.
• Lead the optimization of processes, policies and systems for the smooth operations of the division.
• Ensure the development, preparation and coordination of work plans, department strategies and projects for the administrative activities of the ministry and takes the lead in securing the required (human and financial) resources.
• Liaise with peer departments to plan and forecast the personnel, financial and logistical requirements of the administrative component.

People performance and management

• Supervise day-to-day activities and functions of the department members and support staff.
• Conduct periodic appraisals and providing coaching for performance enhancement and ensure monthly LDRs are filled by team members.
• Ensure that the outputs produced by the service lines under his/her supervision maintain high-quality standards.
• Track staff leave and encourage team members to conform to set recuperation standards.
• Identify development and training areas of staff in the department.
• Prepare department reports and records, assist in the review of department resources for the WVU operations.
• Develop, train the team and implement processes that ensure quality control and maintenance of supporting documentation of administrative transactions in accordance with policy.

Communication and relationships / Communication Management

• Put in place standards to ensure continuous and accurate communication flow (reception, internal and external mail deliveries)
• Communicate and disseminate guidelines and framework agreements with the relevant teams
• Represent the organization in dealing with service providers
• Ensure timely management of staff mobile airtime and data benefits, airtime loading, payment of service providers.
• Disseminate up to date information on WVU administration operations to teams for clear guidance on operational activities.
• Maintain collaborative and productive working relationships with partners and internal customers.

Asset Management

• Ensure comprehensive and updated asset register is maintained in sun systems for WVU.
• Ensure field offices maintain asset registers and submit monthly reports to national office for updating the main register.
• Track asset movements by assigning to staff allocated and track changes of ownership
• Ensure all the items bought that fall under asset category according to WVU policies are properly registered on the asset register with all the required information.
• Recommend and supervise asset disposal exercise.
• Take lead in supervision and oversight of the asset management software system.
• In coordination with the regional office, manage the Global Real Estate & Insurance function for WVU and liaise with program offices to accurately report and review the real estate, asset and equipment components.
• Oversee quarterly and bi-annual physical asset verification exercises for national office and field locations; submit management reports on results/variances.
• Provide recommendations on replacements/purchase of new assets/equipment as required.
• Ensure field office operations are compliant with the existing asset management policy and resulting guidelines.

Contract Management and Process Improvement:

• Give support to the supply chain office to ensure the right procurement processes are followed and participate in the bid evaluation process for administration contracts.
• Responsible for the WVU country property management portfolio, handle all tenancy contract management aspects and identify, analyze and recommend actions.
• Design database and trackers for office & residence tenancies, maintain track of lease payments, renewals, terminations and maintenance works.
• Manage and maintain the contracts, records, correspondences for WV national office and field office leases.
• Ensure timely payment processing of rent, expenses and utilities along with filing and record-keeping.
• Advise budget holder/ stake holders regarding requirements of property, real estate and asset components.

Office premises / Facilities Management

• Continuously improve the organizational image through ensuring proper office lay out and outlook.
• Develop and maintain internal and external cleanliness standards of the facilities to ensure a conducive working environment.
• Manage the allocation of office space at the NO.
• Monitor the outsourced maintenance services at the NO (cleaning, fumigation, refuse collection, disinfection, gardening, drinking water, etc).
• Manage and take lead in key facility renovation / maintenance projects/ assignments that enhance the office layout.
• Conduct continuous orientation and awareness sessions to staff on effective use of office facilities.
• Closely work with security manager on security guidelines for the premises and equipment.
• Conduct periodic safety awareness training
• Implement corrective/satisfaction improvement actions as required.
• Review invoices for local contractors and monitor administrative expenses to ensure value-for-money aspect is achieved.
• Monitor and provide feedback on incident reporting at offices and residences, and recommend necessary actions to supervisor.
• Any Other Duties

Qualifications, Skills and Experience:

• The ideal applicant must hold a Bachelor’s degree in business administration/any Business related degree. Additional diploma in business administration, procurement, supply chain or its equivalent is preferred.
• At least five years of experience in administration roles in affiliated NGO organizations
• Experience in managing assets is essential
• Experience in logistics and supplies-related activities of not less than two years, preferably within an NGO
• Basic knowledge of facilities management is essential
• Experience in a supervisory role is required
• Good facilitation and communication skills
• Strong technical knowledge with good background in computer skills of Microsoft Excel.
• High integrity and proven commitment to accountability practices
• Proactive personality, self-driven and strongly motivated.
• Proven ability in the implementation of large-scale programs
• Relationship management/networking, and coordination.
• Spiritual maturity, interfaith knowledge and a biblical worldview – ability to articulate and model our Christian identity and mission in an inclusive way.
• Good interpersonal skills, strong communication skills, both verbal and written.
• Excellent management, analytical and negotiation skills
• Strong information technology skills

How to Apply:

All suitably qualified candidates are encouraged to submit your application and complete Curriculum Vitae by applying online through visiting World Vision International’s e-recruitment jobs portal at the web link below.

Click Here

Deadline: 12^th May 2022

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