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Job Title:      Administration Officer

Organization: Danish
Refugee Council (DRC)

Duty Station:
Kampala, Uganda

Reports to: Country
HR/Admin Manager

About US:

The Danish Refugee
Council (DRC) is a private, independent, humanitarian organization working on
all aspects of the refugee cause in more than 36 countries throughout the
world. The aim of DRC is to protect refugees and internally displaced persons
(IDPs) against persecution and to promote durable solutions to the problems of
forced migration, on the basis of humanitarian principles and human rights. DRC
works in accordance with the UN Conventions on Refugees and the Code of Conduct
for the ICRC and NGOs in Disaster Relief.

Job Summary:   The Administration Officer will manage DRC
administration with day to day tasks ensuring proper functioning and management
of office, guest house and residences are to the required standard. Service
contract, Tenancy agreements and stores are well managed. Directly working with
the cleaners and housekeepers on their tasks to ensure compliance. Guest’s
handling and finally the job holder shall be the face of the organization.

Key Duties and Responsibilities:  

Office, CD
residence and guest house management

·       
Responsible
for proper functioning of the Country office, guest house and CD residence in
Kampala.

·       
Ensure
that all premises are in good shape, and proactively advise on changes or
improvements to be done.

·       
Ensure
that garbage disposal, sewerage emptying is done in a timely manner.

·       
Be the
custodian of office guest house and CD residence key spares.

·       
Maintain
an inventory list on the keys distribution and update this on a monthly basis
and share the keys register on a quarterly.

·       
Take
charge of installing First aid kit refills for Kampala office, guesthouses, and
residences on quarterly or when need arises and coordinate with the field
offices on timely refills.

Service contract
and Lease management

·       
Monitor
all service tracking sheets i.e. rental tracker, expatriate housing cost
tracker, payments tracker, flights tracker, EU volunteer cost tracker, office
rentals, MOU’s and registrations trackers, First aid refill schedules etc. And
follow up on renewal of contracts 1 month before the expiry date.

·       
Manage
all administration service related contracts and leases, inform in advance the
supply chain team on the expiry of leases and service contracts and ensure that
a renewal is ready two weeks before the expiry date.

·       
Update
the contracts follow up sheet on a monthly basis and submit a monthly report to
the Country HR/Admin Manager.

Stores management

·       
Oversee
consumable and stationary stores management, restocking office consumables and
supplies, monitoring consumption and stocks and reviewing stock reconciliations
as required.

·       
Ensure
that the stores are in good condition and items are properly coded and stored
in an orderly manner.

Staff Travel

·       
Follow
up on proper applicability of staff travel policy for DRC staff in Uganda

·       
Oversee
all flight travel bookings for staff and ensure that all travel grievances are
resolved in a timely manner.

·       
Offer
all advisory on immigration visas as required from time to time.

Payment Processing

·       
Reconcile
and process payments to the service providers in relation to your docket as
soon as the invoices are received.

Petty cash
Management

·       
Maintain
the administration petty cash float and carry out weekly petty cash
reconciliations with the Country HR/Admin Manager.

·       
Prepare
the cash projections for the Department as and when required.

Staff communication

·       
Manage
timely airtime disbursements to staff phone numbers in liaison with the service
provider for prepaid and postpaid.

·       
Ensure
compliance to the communication policy in regards to airtime administration.

Supervision:

·       
Offer
direct supervision to all cleaners, House keepers and Gardener at Kampala
office, guesthouse and Country Director’s residence.

Qualifications, Skills and Experience:

·       
The
ideal applicant for the Danish Refugee Council (DRC) Administration Officer job
must hold a degree in Human Resource, Business Administration, Humanities or
related field

·       
No
experience required

·       
Excellent
communication in English both written and oral. 

·       
Knowledge
of MS office applications

·       
At least
three years of related work experience

·       
Languages:
Excellent Communication skills
in English required. Fluency in local languages would be an asset.

How to Apply:

All Interested
candidates who meet the required qualifications and experience please submit
updated CV and cover letter explaining their motivation and why they are suited
for the post.

Click
Here

Deadline: 14^th June 2020

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