The Ugandan Jobline

Job Title:  Regional Administrative Officer

Organisation: SNV

Duty Station:  Kampala, Uganda

About US:

SNV is an international development organisation that applies practical know-how to make a lasting difference in the lives of people living in poverty. We use our extensive and long-term in-country presence to apply and adapt our expertise in agriculture, energy and WASH to local contexts. SNV has annual revenues of over €120 million, and 1300 staff working in 25 countries across Asia, Africa and Latin America. We are proud to be a not-for-profit organisation that uses project financing to implement our mission.

Job Summary:   Under the direction of the Deputy Country Director, the Regional Office Administrator is responsible for the overall effectiveness and efficiency of the support operations at the regional office level. S/he will ensure administration, procurement, logistics, fleet management and warehousing are conducted appropriately. S/he will be responsible for communication and follow up with the relevant departments/units at SNV Country Office (Kampala) and ensure that the projects receive the required operational support for quality and timely implementation. The Regional Office Administrator is expected to develop and maintain strong relationships with key stakeholders at the regional level and serve as SNV’s representative with internal and external parties.

Key Duties and Responsibilities:

Procurement & Fleet

• Oversee the procurement activities at regional level and ensure the respect of SNV procedure, compliance, and efficiency for all procurement while ensuring a smooth workflow and coordination from procurement planning to final delivery.
• Oversee stock management from stock entry to out of stock requests, in line with guidelines in an efficient and compliant manner.
• Oversee the asset and inventory management, from the registration after procurement till the final report while ensuring an accurate tracking and the good use of equipment, as per SNV procedure.
• Oversee the transport and fleet management in line with transportation guidelines and SNV Manual from user-department’s request to monitoring report, in an optimized manner.
• Oversee the facilities management from identification of building to user’s allocation and requests including the contract follow up, as per SNV manual and guidelines in an adapted and optimized manner.
• Ensure a smooth, anticipated and optimized communication in between internal stakeholders of the area procurement/Logistics department, as well as with other departments and with stakeholders from other SNV Offices.
• Ensure all documents produced for all above sections are orderly archived in hard and soft copy as per archiving procedure.

Management and representation

• Represent SNV with partners, authorities and various local actors operating in the region
• Strengthen cross-functional communication and coordination among the team (i.e finance, logistics and procurement, administration) and programme teams by providing structure and support and advice to the support services team.
• Ensure adequate segregation of duties, internal control systems and delegation of authority are properly implemented across the regional office, taking corrective initiatives when required.
• Ensure all relevant documentation produced by regional operation functions is properly completed, approved and archived as per SNV and donors’ standards; and that the archives are efficiently organised and safely managed.

People Management

• Day-to-day coordination and direction of regional operation support team (Procurement Officer, drivers and store & Administrative assistance) in cooperation with their direct line managers in Kampala.
• Ensure effective and efficient utilisation of human resources are made available to support the operations in the regional office.
• Support with the recruitment, training, induction and development of the field office team in partnership with the Kampala team.
• Develop staff capacity to ensure consistency and quality of service delivery across the program.
• Ensures that HR policies and procedures are in place and are adhered to in coordination with relevant Country Office counterparts.
• Ensure compliance to safety and security procedures.

Qualifications, Skills and Experience:

• The applicant must hold a Bachelor’s Degree in Business Management (Administration, Operations, Accounting, Logistics, Human Resources) or a related field.
• At least five years of experience in working in an international organization, including experience in business support services.
• Experience of reviewing and implementation policies, procedures and guidelines.
• Experience of managing varied projects either in HR, Finance, and Logistics/Procurement.
• Ability to plan and organise a substantial workload that includes complex, diverse tasks and responsibilities.
• Experience in context analysis, security and team management.
• Excellent oral and written communication skills in English and local language.

Additional requirements:

• Result orientation: The ability to take direct action in order to attain or exceed objectives.
• Initiative: The ability to recognise and create opportunities and to act accordingly. Rather starting something than waiting passively for it to happen.
• Coaching: Encouraging and guiding employees in order to make their performance more effective and to enhance their self-perception and problem-solving skills.
• Persuasiveness: The ambition to win over other people for one’s views and ideas and to generate support.

How to Apply:

If you believe that your credentials meet the outlined profile, we invite you to apply by uploading your CV and motivation letter in English by clicking on the “I AM INTERESTED” tab at the link below.

Click Here

Deadline: 31^st January 2024

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