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Job Title:  Fleet and Administration Manager

Organisation: World Vision International

Duty Station: Kampala, Uganda

About US:

World Vision Uganda is a Christian Relief, Development and Advocacy Non-Government Organization dedicated to working with children, families and communities to overcome poverty and injustice. We currently work in over 41 districts in Uganda. World Vision is committed to the protection of children and we will not employ people whose background is not suitable for working with children. All employment is conditioned upon the successful completion of all applicable background checks, including criminal record checks where possible. “Our Vision for every child, Life in all its fullness.  Our prayer for every Heart, the will to make it so.”

Key Duties and Responsibilities:

Leadership and Strategic Management.

• Lead the development, timely and professional implementation and or review of systems for Fleet unit and Administration Support Services to ensure they are aligned to set standards, responsive to internal and external customers and are cost effective.
• Plan, coordinate and manage all administrative procedures and systems for the National Office.
• To develop, implement and review the operating plans and budgets for the unit and support other units and projects/programs to prepare their own budgets relating to Fleet Management and Administrative Services in relation to the entire national office support services requirements/ needs for every year.
• Provide line management and leadership support to staff of the units falling under Admin and Fleet Units.
• Actively engage in the negotiation, implementation, monitoring and reporting of relevant Service Level Agreements (SLAs) (In relation to Administrative Service and Fleet) with the external Service providers like Office Cleaning Services, Travel Management, Security Services, Hotel and accommodation, Outsourced garages, Taxis etc.
• Work with Supply Chain Unit to identify qualified Accommodation and Conference Facilities, Event Planners, Cleaning Agencies, Water Suppliers etc. for supply of essential services to the National Office.
• Oversee and manage all facilities services and maintenance responsibilities of the National Office to ensure they are fit for purpose and meet regulatory requirements.
• Work with Operations Division to establish a comprehensive inventory of office premises and assets with adequate documentation on any legal aspects, ownership and transition plans.
• Management of Office Space – plan & allocate office space for existing and expected staff to ensure optimum use with emphasis on security of both staff & assets.
• Develop procedures for management of conference halls to reduce conflict and to ensure that all meeting rooms are arranged and has necessary facilities or amenities.
• Provide guidance and support to all Regions and the National Office in administration related issues
• Keep all Regions informed of new developments in Administration related issues. Special attention will be given to compliance with local administrative procedures.
• Ensure all departments at the NO and in the Regions are current with the corporate and local procedures and processes in force in the country.
• Ensure there is a sound administrative system for inventory, asset control and maintenance, distribution and receipt of all WV materials/goods – in accordance with WV’s Procedures and Donors requirements for Grants.

Design appropriate training programs for Administrative staff at the NO and in the Regions.

• Meet with the Regional and NO Administrative staff and identify areas for improvement in their performance.
• Coordinate with the P&C, CPMs, and Department Heads the design/identification of appropriate training courses for them.
• Train NO and Project Administration staff on basic WV procedures, best practices, etc. as required.
• Perform other administrative duties in a manner that supports the Country Office Team and improves WV Uganda efficiency and effectiveness.
• Inform other team members of activities, initiatives, etc. in the area of Administration.
• Assist NO and Projects staff in examining how operations are organized, identifying possible areas where operational efficiency can be improved, and recommending, and assisting in implementing alternative courses of action
• Support the Finance and Support Services Director in accessing and coordinating technical resources available from the Global Centre or Region for Support Services Division (Real Estate Management).

Fleet Management.

• Strengthen Standardization and enforcement of fleet management procedures, guidelines, and processes;
• Initiate, develop, and implement fleet Management standards and systems to ensure efficient use of vehicles and transportation services in support of program objectives.
• Analyse and disseminate information from the fleet management system for management decisions.
• Ensure that all organization’s motor vehicles and motorcycles are properly insured in accordance with the set policies.
• Promote and spearhead safe driving /riding of motorcycles and motor vehicles in the organization.
• Management of fleet and logistics-related contracts for goods and services
• Analyse vehicle status and cost upkeep, and provide recommendations on vehicle disposal and replacement.
• Support the implementation of the security management plan for the country program by providing adequate transport planning and support.
• National Office Fleet Management is well managed in accordance with World Vision Fleet policy and procedures.
• Support the Finance and Support Services Director in accessing and coordinating technical resources available from the Global Centre or Region for Support Services Division (Fleet Management).

Capacity Building and Technical Training

• Coordinate the assessment, development, and implementation of the national office capacity building plan for Fleet management based on local security risk assessments.
• Seek to develop a culture of security awareness and monitor staff compliance.

Risk Management

• Ensure an up-to-date Risk register for Fleet and Admin related risks including up-to-date treatment and controls.
• Lead in the Assets and Fleet Assets Disposal process.

Management of WV Uganda Reception and Telephone System.

• Ensure that WV Uganda reception is well managed in a manner that enhances the image and values of the Organization.
• Ensure that WV Telephone systems are well-managed and operational at all times.

Staff performance management.

• Conduct staff appraisals and monitor performance through mentoring, coaching, and empowerment
• Supporting the personal and professional development of individuals to enhance their performance
• Ensure staff go on leave.

Qualifications, Skills and Experience:

• The applicant for the World Vision job must hold a Degree in Business administration, Supply Chain/ Logistics Management, Project Management or Finance, and/ or any professional/postgraduate qualification in the relevant field
• Certification in Project Management Courses will be an added advantage and extensive knowledge of NGO fleet and Administration operations
• Five years of relevant experience in middle or senior management preferably in Administration and / or Fleet Management.
• Knowledge and understanding of WV policies and directives related to Fleet management;
• Knowledge and understanding of Uganda’s administrative environment;
• Fully computer literate in Microsoft Office applications (Word, Excel, PowerPoint and Outlook)
• Fluency in written and spoken English;
• Communicates clearly and effectively in a style that inspires confidence and builds credibility with staff
• Ability to work effectively in a multicultural environment
• Analytical ability to draw pertinent conclusions
• Ability to influence, negotiate with and persuade staff at all levels of the organisation.
• Ability to manage time effectively and prioritize tasks
• Ability to maintain and achieve operational efficiency and identify and mitigate risks related to administration

Applicant Types Accepted: Local Applicants Only

How to Apply:

All suitably qualified candidates are encouraged to submit your application and complete Curriculum Vitae by applying online through visiting World Vision International’s e-recruitment jobs portal at the web link below.

Click Here

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