The Ugandan Jobline

• Receive all incoming calls, screen and
  direct them to the relevant offices, make outgoing calls as and when
  required.
• Receive external enquiries and provide
  appropriate feedback where possible or accurately direct to relevant
  authority in a timely manner
• Receive, monitor and attend to visitors
  whilst they await appointments, direct them to the appropriate offices in
  line with Departmental guidelines
• Register customer/visitor’s
  particulars(Names, address, organization and signature) in the register
  book in line with departmental guidelines
• Receive documents and messages, which may
  be delivered to the office and ensure that these are registered and
  dispatched / distributed to the respective addressee/staff members
• Maintain a smooth communication flow of
  information in the administration department through verbal communication,
  periodical narrative report writing and updates as per the department
  guidelines
• Maintain an updated list of staff
  Corporate User Group (CUG) list on a monthly basis and send to the
  Administration Officer for Service Provider payment authorization.

• Compile and submit 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.
• Follow up with approved contractors and
  service providers to ensure efficient and effective work completion.
• Ensure that adequate stocks of
  administration routinely used items and replenishment of all supplies are
  maintained at all times.
• Maintain a system of asset management
  through servicing, securing proper office locking systems and proper
  identification of office equipment in line with WV administration mission
  and security guidelines
• Facilitate the procurement process by,
  preparation of Local Purchase Orders, writing Work completion certificates
  for service providers on completion of the work in line with WV
  administration guidelines

• 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 (work permits,
  Visas, rent etc
• Receive and evaluate requests of
  installations, repairs, maintenance and services in line with WVU policy
• Ensure smooth running of offices &
  Expatriate residences by preparation of Utility payments for approval by
  the Administration Officer
• Prepare Invoice and analysis forms for
  staff travels and sent to the Administration Officer for payment
  authorization in a timely manner.
• Obtain travel documents and work permits
  for WV Uganda staff-National and expatriates

• Facilitation of the yearly customer
  satisfaction survey for the department
• Communicating the results of the survey to
  management for decision making
• Implementation of survey results as
  approved by the Administration Officer

• Maintain an up to date, database of all
  guests coming into the country
• Provide Support to Division Program
  Assistants in facilitation of guests i.e. hotel reservations, confirmation
  of flight reservation among others
• Hotel reservation processing by
  facilitating local and International workshops and payment processing in
  line with the set standards
• Periodic review and update of the
  Visitor’s information packs and sharing it with concerned parties.

• Develop and maintain a proper filling
  system for both soft and hard copies of the department’s documents.
• Manage and monitor both incoming and
  outgoing mails and documents for both the National Office and offices at
  Kisozi Complex.

• The ideal candidate should possess the
  necessary qualifications, skills and experience to be able to accomplish the
  duties mentioned above
• A mature and committed Christian, able to
  stand above denominational diversities
• Demonstrated commitment to World Vision’s
  mission statement and Core Values

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