The Ugandan Jobline

• Render
  support in the management of the Administration function of the office
• Support
  the liaison with key project staff to identify and plan for their support
  needs ensuring timely responses to requests for administrative support.
• Provide
  administrative support for the office and ensure smooth running of
  meetings, workshops, and conferences.
• Build
  and maintain relationships with outside vendors (hotels, printers,
  caterers, etc.), ensure transparent and fair deals with these vendors, and
  that all work adheres to CRS procurement policy.
• Ensure
  that stores are properly organized and secured against theft whilst
  maintaining required stores management practices
• Maintain
  key relationships with service providers, and ensure timely processing and
  payment of bills.
• Support
  in the management of a centralized filing system for all admin
  letters/correspondence, contracts, including a regularly updated
  file index list and orient new staff in the system.

• Maintain
  an accurate inventory of all CRS/Uganda assets, ensuring proper numbering.
• Ensure
  invoices, vouchers and all relevant purchase documents are filed.
• The
  incumbent will print CRS property numbers on all assets at time of
  acquisition.
• Ensure
  that all assets are engraved prior to dispatch to field locations or
  assigning to staff.
• Quarterly
  review files against the relevant checklist for accuracy and completeness
  of records and filing (i.e. label all files and maintain a systematic filling
  list; open new files and recommend old files for closing; file all
  documents promptly and retrieve them when requested.)
• Prepare
  Fixed Asset Notice form (FAN) in triplicates for purchases above $5000.
• Carry
  out physical verification of assets every six months – March &
  September, reconcile master inventory and report to the Administration
  Manager.

• Ensure
  proper storage of goods
• Regularly
  check stock records and ensure that they are up dated on a regular basis
  to reflect the movement of goods
• Regularly
  check and ensure that the correct procedure and proper documentation is
  carried out by all personnel requesting items from stock.
• Office and international staff residence
  support
• Support
  the maintenance of contracts/leases and other service contracts to
  ensure that they are updated regularly.
• Ensure
  that CRS assets are well maintained and secure.
• Manage
  maintenance and repair works of the office facilities and international
  staff houses.
• Arrange
  for routine equipment servicing or repairs when necessary, and communicate
  with the Administration Manager on replacement plans.

• Ensure
  equipment are in place to guarantee staff safety in the workplace and at
  residential premises, for example fire, first aid, protective
  equipment, etc.
• Regularly
  monitor the maintenance schedules and ensure equipment are regularly
  maintained
• Provide
  support in identifying and recommending improvements towards staff safety
  requirements.
• Support
  in ensuring that staff and visitors are aware of and comply with
  the required safety policies.
• Ensure
  timely and accurate reporting of all safety incidents at the office.

• Ensure
  that the Administrative assistants, Office assistants and all other direct
  reports receive proper supervision, including coaching/mentoring,
  capacity building, and that reports adhere to CRS performance management
  protocols.
• Keenly
  review the performance and development plans for direct reports to support
  implementation of appropriate personal development plans and ensure
  effective performance.
• Identify
  the development needs for direct report.
• Perform other tasks and assignments as and
  when required which are consistent with your level in the organization.

• The ideal candidate for the Catholic
  Relief Services (CRS) Senior Administration Officer job placement must
  hold a Bachelor’s Degree in Social Sciences, Business Administration
  /Management or equivalent.
• A minimum of five years’ experience in a
  similar position, preferably with an international NGO or UN Agency.
• High degree of integrity, interpersonal
  and customer care relations.
• Excellent writing, listening and good
  communication skills.
• Culturally sensitive and patient.
• The person must be able to work with
  minimum supervision.
• Ability to manage multiple tasks at a time
  and work effectively with colleagues from different backgrounds.
• Computer literacy skills with proficiency
  in MS word, MS Excel, and E-mail communication.

• Agency-Wide Competences (for all CRS
  Staff): Serves with Integrity, Models Stewardship, Cultivates
  Constructive Relationships, Promotes Learning

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