The Ugandan Jobline

• In charge of Administration Stores, ensure stock cards are well
  maintained
• Provide guidelines to staff and WVU visitors on Administration
  operations,
• Allocation of office space to staff in consultation with supervisor
• Represent the Organization with the service providers
• Effective use of the administration activities work Plan
• Preparation of Monthly Administration Reports to track activities in
  the department submitted within the set timelines
• Maintain an up to date data base for small scale service providers,
  negotiate fair rates and prepare service Agreements
• Maintain a proper Filing of all Administration records for reference
  purposes
• Maintain the staff leave tracker for the team

• Generate requisitions for supplies and services on behalf of the administration
  department.
• Receive, analyze and process services and supplies requisitions from
  other departments and projects to ensure timely delivery of services and
  items requested.
• Process payment of outstanding Invoices in a timely manner to avoid
  any disconnections and meet our contractual obligation to the suppliers
  and service providers.
• Ensure adequate stock of Administration routine user items and
  replenishment of all supplies are maintained at all times.
• Assist in preparation for Administration meetings if called upon and
  take minutes of meeting and keep clear records of meetings;
• Facilitate WVU International and Local Workshops and Events with
  support from Program Assistants

• Maintain a clear database to track International schools, manage and
  process payment of school fees on behalf of the expatriates. Ensure that
  renewals are made at the beginning of each school term.
• Maintain a database and proper filling system to ensure that all WVU
  expatriates; have up to date documents during /for the rest of their
  contract period with WVU.
• Immigration: Ensure work Permits, special passes, renewals and any
  other passes and documents necessary are timely processed as soon as a
  staff arrival in Uganda OR expiration of the existing document.
• Accommodation: Search appropriate accommodation based on the staff’s
  budgets, ensure agreements (ref: Letter of appointment/secondment/email
  etc)

• Have an up to date base for Air travel service providers,
• Review Air travel forms and invoices of staff Ari travels before
  forwarding for authorization.
• Facilitation of WVUG staff and other support offices where required
  with VISA processing and other requirements
• Give adequate information/support on Air travels

• Maintain an up to date database (Soft copy) of all guests supported
• Provide Support to the Division / Program Assistants in facilitation
  of these guests i.e. hotel reservations, confirmation of flight
  reservation among others

• Maintain an up to date soft database of all office communication
  lines in Kisozi
• Ensure Invoices are fully verified before processing payments
• Ensure postpaid Invoices are timely processed and payment followed
  up to avoid interruption of official communication

• In charge of the security of all offices (Custodian of spare keys in
  the Key-Rack)
• Ensure all offices and storage spaces are well locked before close
  of every business day
• Recommend for disposal and or replacement of all assets that are
  obsolete or non-functional in the department
• Hotel reservations processing and management
• Negotiating annual frame work agreements with service providers
• Requesting in PROVISION on behalf of Administration department
• Order placement in line with approved and agreed guidelines
• Managing and coordinating service delivery between WVU staff/guests
  and the hotel
• Payment processing in line with set standards

• The ideal candidate for the World Vision Administration Assistant
  job opportunity must hold a University degree in any Business discipline.
• Two to three years of relevant experience in administration
• He/she should be able to manage a team of staff as well as cooperate
  with other units.
• He/she must be keen on details and well organized individual.
• Must have basic knowledge in computer applications like MS Office.
• Excellent communications skills in English, both oral and written
• Excellent team player;
• Should be knowledgeable, Optimistic, Determined and Engaging

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