The Ugandan Jobline

Job Title:      Associate, Office Administration

Organization: Evidence Action

Duty Station: Kampala, Uganda

 

About US:

Evidence Action scales proven development solutions to benefit millions of people around the world. We fill the gap between knowing ‘what works’ and having impact at scale. We implement cost-effective interventions whose efficacy is backed by substantial rigorous evidence.

 

Job Summary:  The Associate, Office Administration will provide administrative support and management of the regional office in Kampala by ensuring effective coordination, planning, monitoring of office administration and logistics, reporting, and communication.

 

Key Duties and Responsibilities:

Office Management and Safety:

• Ensure that all utilities are paid in time
• Ensure that office equipment is repaired on time, develop a maintenance schedule and make the appropriate requests
• Assist in managing office budgets and expenses, including monitoring and reconciling invoices and expense reports.
• Ensure office supplies are planned for and delivered to all offices.
• Ensure office setup is compliant to various internal and external procedures
• Ensure there is a clear policy on office keys’ possession and general office access
• Ensure the Kampala and other Offices are complaint to the existing internal and external safety and hygiene protocols and policies;
• Coordinate with HR on maintaining a list of safety volunteers (and their internal and external training),

Planning and Organizing:

• Support in planning for the execution of events, workshops, and seminars.at the Kampala office and other offices where need be.
• Manage workstation allocation to staff in Kampala and other offices.

Fleet Management:

• Work with Office Assistants and program field offices plus procurement to ensure there is an up to date fleet inventory is maintained; Conduct quarterly reviews on the fleet inventory report to clean it up.
• Monthly fuel reimbursement for all fleet.
• Always ensure office vehicles (by collaborating with field offices) are in proper working condition and all log book details are updated for all trip
• Work with the Senior Associate operations to ensure that the fleet in Uganda is compliant to both internal and National Road safety requirements
• Overall responsible for the online fleet tracking system and will act as the operations contact person with the vehicle tracking service provider. Collaborate with tracking company and the Program Offices to ensure that device tracking details match with online listing
• Conduct bi-weekly spot checks on the fleet and provide a rapid update on the status
• Supervise the Office assistants to ensure fleet data is submitted on time as per the existing protocol
• Make the appropriate follow-ups to ensure all Uganda Fleet are issued with logbooks upon acquisition and scanned copies are backed up in the Admin Shared Box folder
• Ensure there is a motorcycle safety policy and plan on how different teams will be trained.
• Support the Senior Associate Operations in Quarterly fleet data analysis and reporting

Lease/Property Management:

• Support the Senior Associate Operations during office and lease negotiation
• Work with other field office representatives to maintain an up-to-date list (in Admin shared box folder) of all office lease agreements and ensure its always up to date
• Support the Senior Associate Operations to prepare and maintain an updated tracker for all lease agreements in Uganda focusing on renewal terms, compliance to terms, duration and responsibility.
• In an event of office or guest house vacation in Kampala and other offices, follow-up with the agent(s) to ensure smooth handover and the deposit is reimbursed as per the lease agreement

Inventory Management:

• Manages the supply, control and issuance of inventory and stationary to office staff as needed.
• Ensure that all fixed assets with a value of $50 and above are tagged and incase of their disposal ensure that the asset tag is surrendered to IT
• In partnership with IT, conduct routine checks on fixed asset inventory to ensure the online Inventory management system for the fixed asset is accurate and efficient
• Ensure safe keeping of all equipment not in use.

Information Management:

• Develop and maintain relevant databases for office kitchen and hygiene supplies.
• Maintain an efficient filing system for optimal management of information and contacts.
• Support in development of Operations folder and files management convention.
• Manage the Admin box shared folder including development of shared folder use protocol and ensure that the Admin team comply with the file management convention.

Insurance:

• Ensure that all properties are insured appropriately and insurance is current.
• Manage the claims process in consultation with Finance, Procurement and HR.

Liaisons:

• Liaises with both external and internal contacts in coordination with the Senior Associate Operations Manager to ensure follow-up and execution of planned activities. This includes but is not limited to Evidence Action collaborators, donors, partners, managers and staff as may be relevant.

Communications and correspondence support:

• Reviews correspondence to the office and provide the relevant case history;
• Ensure proper handling of responses to correspondence, receiving and dispatching official correspondence and communication (including letters, faxes, email, telephones etc.).

Reporting:

• In charge of processing and distribution of a variety of monthly and quarterly reports including: Logistics reports; Hotel reports, office supplies usage reports.
• Will support in development of fleet management report-bi-weekly spot-check updates and quarterly report.

Budget Control:

• Monitor the Kampala office budget and support its preparation as needed.

 

Key Performance Indicators

• Ensure all office assets beyond $50 are tagged appropriately.
• Inventory Accuracy: Sustain at least a 97.5% accuracy in the inventory data in the fresh service.
• Ensure adequate supply of office supplies for all offices at all time to prevent situation of stock run-outs – Average inventory.
• All common use office asset are well maintained an assets returned by program(s) and users are under safe custody.
• Timely payment of office utilities.
• Minimal security breaches.
• General office admin SOP is fully implemented in Kampala and other offices.
• Following opening and closing procedures.
• Office vehicle is fully compliant and always in good working condition.
• Uganda fleet inventory is fully up-to-date, and all fleet related incidents and cases are filed appropriately and follow-up for action.
• Guest (International and National) logistics support and accommodation booking as well as their surrenders are done on time.

Qualifications, Skills and Experience:

• The applicant must hold a Bachelor’s degree in Administration, HR or any office operations related field;
• Three to four years of work experience in a similar position within an international NGO is an added advantage;
• Ability to use computer packages such as (Word, Excel, PowerPoint, Outlook) and other office management software;
• Knowledge in using office equipment such as printers, photocopier, scanners etc.
• Confident decision maker who can communicate directions and solutions clearly to both technical and non-technical staff;
• Flexibility and adaptability to changing workloads with the ability to multitask and prioritize effectively;
• Strategic and tactical critical thinker with good analytical and problem solving skills and an ability to liaise well with others;
• Ability to work under pressure with minimal supervision, prioritize tasks and able to meet deadlines;
• Knowledge of budgeting and financial management principles is an advantage;
• High level of discretion and confidentiality in handling sensitive information;
• Able to project the image of the organization in a positive and professional manner;
• Excellent organizational, time management, oral and written communication skills;

 

How to Apply:

All suitably qualified candidates who wish to join Evidence Action should apply online at the link below.

 

Click Here

 

Deadline: 11th August, 2023.

 

NB: Only shortlisted candidates will be contacted

 

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