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Job Title:   Administration Coordinator   

Organisation: WaterAid

Duty Station:  Kampala, Uganda

Reports to: People and Organisational Development Manager

About US:

WaterAid is an international non-governmental organisation, focused on water, sanitation and hygiene. WaterAid’s vision is of a world where everyone has access to safe water and sanitation. WaterAid transforms lives by improving access to safe water, hygiene and sanitation in the world’s poorest communities.

Job Summary:  The Administration Coordinator will lead the daily operations of WAU and plan the most efficient administrative procedures. You will develop and implement administrative policies to proactively ensure effective and efficient planning and management of office administration and services, procurement, documentation and records keeping, assets and property management, safety and security, and human resource administration.

You will lead a team of professionals to complete a range of administrative duties in different departments to ensure activities are carried on efficiently and effectively to allow operations to function properly

Key Duties and Responsibilities:

Office Administration

• Develop and update policies for office administration, procurement, logistics, asset and property management, records and information management, safety and security. Ensure effective communications by orientation and refresher training to staff to help them understand the systems, policies and procedures of the organization.
• Coordinate and liaise with Immigration Department, Embassies, and High Commissions, other government departments and agencies to procure work permits and visas for staff and visitors.
• Undertake routine and periodical review, spot checks to ensure that all WAU offices i.e. access, fixtures, equipment, facilities, leakages, lighting are maintained and repairs are done in a timely manner. The office cleanliness and ambiance in all areas including the kitchen are kept to required standard.
• Ensure all lease contracts are in place and renewed/terminated as appropriate.
• Oversee contracts of all office equipment’s maintenance and ensure regular maintenance is Is up to date.
• Ensure all rental, utility bills, subscriptions or other service contracts (photocopier, internet and other machinery servicing contracts) are renewed and paid in a timely manner through maintenance of a holistic Administration work plan and monitoring schedules.
• Ensure storage management and disposal of old records beyond requirement under the donor or government regulation.
• Oversee office desk arrangements and movements by ensuring new staff, hosting, partners have appropriate space, equipment, and supplies for work.
• Ensure all travel requests for national and international travels including booking vehicles and accommodation, purchasing tickets and travel insurance, arranging visas, etc. are followed up in timely manner.
• Oversee office opening and closing procedures and negotiation with all office landlords for price, maintenance repairs.
• Oversee workshops, visitors and other events as requested.
• Prepare for and coordinate various office social activities, i.e. team building, staff retreat, sickness visit, funerals, new born baby visit, etc.
• Coordinate and work closely with field offices on office, inventory, vehicles, and motorbikes management.
• Liaise with the government ministries to request for registration and renewal of vehicle licences.
• Oversee administration monthly floating cash and authorize petty cash payouts as procedure.
• Ensure office and vehicle insurance is up to date and appropriate.
• Preparing Administrative budgets, monitor budget expenditures, provide monthly variances to the budget and carry out budget reforecasts as per guidelines.
• Arrange for office space and other logistics requirements for all staff in the CP and ensure office space is fit for purpose
• Taking the initiative in collecting feedback from staff and working to continuously improve the quality of the logistics service through staff satisfaction survey questionnaires and other feed back methods.
• Responsible for managing and following up on CP visitors needs including per diem payments, finding their way around the country and CP among other needs.

Procurement

• Manage procurement processes and as the Procurement secretary ensure all the documentation and procedures are being followed.
• Ensure budget holders provide quarterly and annual procurement plans and initiate procurement plan discussions with budget holder.
• Support the prequalification of suppliers and ensure suppliers engaged are from the prequalified supplier list.
• Review and feedback on procurement analysis reports quarterly with budget holders to identify issues and find solutions.
• Ensure all procurement documentation stored is in compliance with policy and is up to date.
• Oversee the development of tools to support Program/ Project Manager to ensure compliance of policies and procedures including internal controls.
• Support the bid and tendering process of suppliers and work with the procurement committee while following procedures.
• Support staff with making supplier payments and process all administration related payments.
• Evaluate performance of service providers /vendors; Conduct staff satisfaction survey of hotels, car hire, travel agents and other service providers on an annual basis and make recommendations to the POD manager accordingly.

Assets and Property Management

• Monitor office stocks, equipment, assets, vehicles, and motorbikes according to policy and work with Finance Function to code and conduct periodic inventory counts as required by policy.
• Manage assets register by working closely with ICTD officer and Project teams by labelling of all assets.
• Regular review of asset disposal and submit recommendation at least twice yearly.
• Quarterly reconciliation of all assets registers with accounting ledger and submit to Head of Finance and POD Manager for sign off.
• Carry out physical asset’s verification minimum once a year and before project close.
• Conduct monthly spot check on stock – stationary, monthly office supplies and sign off.
• Coordinate assets hand over process which include approval by donor and handover to beneficiary with Program/Project Manager at least 3 months prior to close of project.
• Prepare periodically reports on inventory, stationary, supplies, kitchen supply, vehicle and motorbike maintenance and its cost analysis.
• Support staff, communicate to relevant authorities in the event of any property loss from staff or with in any WAU office and follow up for replacement as per policy.

Transport Logistics Management

• Survey the transport needs and ensuring that an effective system is in place to meet needs of staff in the most cost-effective manner possible (e.g. by planning and tracking vehicle allocation, vehicle movements, vehicle utilisation, fuel consumption etc)
• Ensure high quality maintenance, regular servicing of vehicles, generators and other mechanical equipment.
• Ensuring that all vehicles in the WAU fleet are roadworthy and immediately advising if any problems are anticipated.
• Oversee the management of Drivers and ensure policies and procedures are being followed, Verify on monthly fuel consumption, and overtime.
• Ensure drivers are fulfilling obligations and expectations of passengers. Get feedback from program staff and manage vehicle/driver issues.
• Ensure driver maintains the vehicle in working condition which includes regular maintenance, do daily check list, cleanliness of the car inside and outside daily and available drinking WAUer to passengers. etc.
• Support visitors with accommodation, visa and transport needs.
• Ensure that all visitors are supported with documented travel information and guides during their visit.

Safety and Security Focal Person

• Provide capacity support and training to Regional/Field Offices to ensure that they are equipped with safety and security equipment/tools. Maintain, update all contact list (staff, partners) on monthly basis.
• Organize and conduct safety and security training (including first aid and fire safety) as required.
• Coordinate orientation to new staff and visitors and ensure that they are complied with safety and security policies and procedures.
• Ensure guard company contracts are updated, relevant to tasks needed, fulfilling contractual obligations.
• Oversee office opening and closing procedures

Human Resource Administration

• Support recruitment processes through job advertising, receiving CVs, scheduling interviews and booking facilities and interviews when necessary.
• Support the People and Organisational Development Manager with coordinating of staff trainings in the Country programme.
• Provide the People and Organisation Development Unit with secretarial services
• Deputise the People and Organisational Development Manager their absence
• Ensure all new staffs have ID Cards
• Assist the People &OD Manager to follow annual performance and Performance Review
• Facilitate staff clearance and submit final payment information to finance
• Perform other duties as required

Other duties

• Preparing letters to stakeholders with support from program staff on contents.
• Establish and maintain formal and informal links with suppliers, service providers, agencies to ensure that the organisation is providing the appropriate range and quality of services.
• Develop database of internal and external contacts.
• Other duties as may be assigned from time to time.

Qualifications, Skills and Experience:

• The applicant must hold a Bachelor’s Degree in business management, administration, supply chain management, logistics, procurement or other related field. A professional certification in procurement or logistics will be an added advantage.
• Five years of experience in Administration, procurement, asset and inventory management, building management, security procedures, and vehicle management in an International organization.
• Strong managerial and leadership skills with 3 years of supervisory
• General knowledge of the principles and practices of Administration, outstanding interpersonal relationship building and employee coaching skills, demonstrated ability to provide follow up on a timely basis and keep stakeholders informed of status of projects, experience in developing and implementing process improvements,
• Computer literate: MS Word, Excel, PowerPoint, and any Fixed assets management database.
• Planning, Organising, analysis and Reporting skills
• Strong relationship building. Building and managing relationships with key stakeholders
• Commitment to WAU’s Values and working style that exhibits our leadership behaviours.
• Planning, Organising, analysis and Reporting skills
• Good skills in public speaking, documentation and information management.
• Ability to maintain the highly confidential nature of administrative, human resource and procurement work.
• Ability to work independently, and under pressure, Strong reasoning, decision-making, and sound judgment.
• Have a very high level of personal and professional integrity and trustworthiness, and character especially in the stewardship of resources, transparency and accountability
• Proven track record of achieving results
• Have a passion for WAU mission and a strong desire to impact for non-profit organization,
• Be an innovative and creative thinker;
• Have strong work ethics and require minimal direction, work well independently as well as part of a team, thrive in a fast-paced and fun environment, good communication, coordination, collaboration and influencing.
• Capable of working under pressure in a fast-paced environment.
• Flexible and adaptable approach to shifting patterns and hours of work, ability to work flexible hours from time to time.
• A ‘can-do’ attitude and resilient character with the ability to manage expectations
• Flexibility and independence to work in a changing environment.

How to Apply:

If you are interested in the position and have the right skills and attributes, complete and fill out the job application form, Click Here and send it with a cover letter to waurecruitments@wateraid.org stating Administration Coordinator  in the subject line

Deadline: 6^th September 2023

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