The Ugandan Jobline

Job Title:  Senior Administrative Officer

Organisation: Catholic
Relief Services (CRS)

Duty Station: Uganda

Reports to: Head of Office

About US:

Catholic Relief
Services (CRS) is an international non-governmental organization (NGO)
supporting relief and development work in over 100 countries around the world.
CRS carries out the commitment of the Bishops of the United States to assist
the poor and vulnerable overseas. CRS’ Catholic identity is at the heart of our
mission and operations; serving people on the basis of need, regardless of
creed, ethnicity or nationality. CRS works through local church and non-church
partners to implement its programs. CRS has worked in Uganda since 1965,
initially providing emergency assistance to Sudanese refugees living in the
north. Over the years, CRS has expanded its programming to also address
development needs in western, central and eastern Uganda. CRS’ projects in
Uganda currently include agriculture, health, microfinance, peace building and
youth. CRS Uganda implements its programs through partnerships with local organizations,
including the Catholic Church, other faith-based organizations and community
entities for maximum impact and sustainability.

About USAID Project:

CRS is leading a
consortium of six implementing and technical partners to run a five-year, $35
million USAID/FFP funded program called Nuyok to build resilience to shocks,
enhance livelihoods through improved food security and nutrition and promote
maternal and child health for vulnerable rural families in four districts of
Karamoja – Abim, Nakapiripirit, Nabilatuk and Napak. Nuyok seeks to strengthen governance
and gender equity, community capacity to manage shocks and stresses,
traditional and diversified livelihood opportunities and nutrition and health
(including improved water, sanitation and hygiene (WASH) of pregnant and
lactating women, adolescent girls and children under five years of age.

Job Summary:  The Senior Administrative Officer will
coordinate the provision of responsive, effective, and efficient administrative
services in support of the Catholic Relief Services’ (CRS) mission to serve the
poor and vulnerable. You will help ensure stewardship of resources and a
high-quality service approach are integrated into administrative systems,
policies, and procedures.

Key Duties and Responsibilities:  

·       
Coordinate
and report on activities and required resources to ensure cost efficient and
quality service delivery from administrative support functions.

·       
Help
ensure administrative systems, processes, and policies are in line with agency
standards and donor and local law regulations.

·       
Engage
with relevant external stakeholders (government officials, landlords, service
providers, etc.) on assigned administrative matters and help ensure required
authorizations and documents are up to date.

·       
Coordinate
the efficient use of CP assets and rented facilities. Ensure proper custody of
CRS document archives, stationary, supplies, and sundries. Monitor stock levels
and ensure timely replenishment to prevent disruption in the normal workflow.

·       
Help
ensure fully compliant asset management systems, records, and reporting.

·       
Help
identify safety issues and ensuring a safe and sound work environment.

·       
Coordinate
the provision of travel and logistics support and services to staff and
visitors.

·       
Coordinate
event planning activities, including delegation visits, trainings and
workshops.

Assets, Inventory
& Storage:

·       
Support
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.

·       
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.

Fixed Assets
Handling – Recording:

·       
Maintain
an accurate inventory of all CRS/Uganda assets, ensuring proper numbering.

·       
Ensure
invoices, vouchers and all relevant purchase documents are filed.

·       
Stick
CRS property numbers on all assets at time of acquisition.

·       
Ensure
that all assets are recorded & labeled 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 filing 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.

·       
Conduct
physical verification of assets every six months – March & September,
reconcile master inventory and report to the Administration Manager and Head of
Office.

·       
Ensure
proper storage of goods

·       
Regularly
check stock records and ensure that they are updated 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.

General Office
Management:

·       
Facilitate
payment requests for service providers under Administration department contracts

Office supply
management

·       
Receiving
supplies and intra – program transfers to sub-offices/implementing partners and
beneficiaries

Records Management

·       
Contracts
Management for contracts under Administration

·       
Manage
service providers for equipment and office repairs including electrical and
plumbing

·       
Lease
management for offices, residences, guest house – Temporary housing

·       
Organizing
and allocating office space to ensure staff have sufficient and comfortable
workspace

·       
Ensure
cleanliness of the office and the compound

·       
Ensure
protection and staff property by supervising security guards, servicing fire
extinguisher, and equipping all premises and vehicles with first aid kits

Fleet and Logistics
Management:

·       
Supervise
Senior driver and manage the fleet team in the Moroto office

·       
Monitor
usage of fuel manage the central fuel contract with the selected fuel supplier
and complete monthly fuel consumption analysis report.

·       
Ensure
that all vehicles and motorcycles at Moroto office are in an optimal operating
condition and monitor performance standards of selected garages to ensure value
for money repairs

·       
Prepare
and follow weekly transport plans/travel matrix and route schedules with
relevant staff (drivers and officers) to ensure efficiency in staff movements
according to CRS transport policy.

·       
Book
staff accommodation in the field locations

·       
Arrange
and coordinate event management in the office including arranging for meetings,
trainings and workshops for the project staff.

Qualifications, Skills and Experience:

·       
The
applicant for the Catholic Relief Services (CRS) Senior Administrative Officer
vacancy should hold a Bachelor’s degree in Business Administration, Economics,
Social Sciences or relevant field

·       
At least
three years of work experience in administrative support functions, with
increasing responsibility. Experience with a local or international NGO a plus.

·       
Additional
education may substitute for some experience.

·       
Experience
and proficient skills in MS Office package (Excel, Word, PowerPoint) and

·       
information
management systems.

·       
Good
planning, organizational and time management skills

·       
Strong
customer service orientation with very good communication and interpersonal
skills

·       
Ethical
conduct and ability to maintain confidentiality

·       
Proactive,
resourceful, solutions-oriented and results-oriented

Agency-wide
Competencies (for all CRS Staff):

These are rooted in
the mission, values, and guiding principles of CRS and used by each staff
member to fulfill his or her responsibilities and achieve the desired results.

·       
Trusting
Relationships

·       
Professional
Growth

·       
Partnership

·       
Accountability

How to Apply:

All candidates
should Email a cover letter and CV only to ug_recruitment@crs.org 

Large files and/or
scans of documents will lead to rejection of your application, in the subject
line of the email, copy and paste – SRADMINOFFICER only

All applications
that do not contain this exact subject line will be rejected and not read

Only selected
candidates that meet the requirements will be notified

Deadline: 7^th July 2020

For more of the
latest jobs, please visit https://www.theugandanjobline.com  or
find us on our facebook page https://www.facebook.com/UgandanJobline

Related Jobs