Senior Administration Officer Non-profit Jobs – World Vision International
Job Title: Senior Administration Officer
Organisation: World Vision International
Duty Station: Kampala, Uganda
Reports to: Supply Chain and Administration Manager
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.”
Job Summary: The Senior Administration Officer will provide administrative services to all WVU functions and maintain a conducive working environment within Administration guidelines.
Key Duties and Responsibilities:
Planning and Strategy
- Tasked with drawing up and managing the Annual Operation Plans in line with the divisional and departmental mandate
- Designing and updating Administration guidelines for WVU
- Identifying key gaps in the department and proposing mitigation measures to improve service delivery to users
- Budget drafting and monitoring for the department
- Providing management information for decision making through monthly report writing.
People performance and management
- Supervising, monitoring activities of administration staff i.e. Receptionists/Admin Assistants, Office Assistants, Courier
- Conducting periodic appraisals and providing coaching for performance of administration staff
- Ensuring monthly LDRs are filled by team members before 5th of every month
- Tracking staff Leave and encouraging team members to take leave to conform to set standards
- Identifying development and training areas of staff in the department
Office Premises
- Develop and maintain internal and external cleanliness standards of the office premises to ensure a good working environment
- Management and allocation of office space at the National Office (Nakasero & Kisozi)
- Continuous improvement of the organizational image through ensuring proper office lay out and outlook
- Provide supervision on routine service of office assets through and effective and efficient manner
Communication and relationships
- Put in place standards to ensure continuous and accurate communication flow (reception, internal and external mail deliveries)
- Communication and dissemination of guidelines and frame work agreements
- Represent the organization in dealing with service providers
- Ensure timely management of staff mobile airtime benefit and SLT black berries- subscription, up to date airtime loading, payment of service providers etc
- Have an up to date information on WVU Administration operations disseminated to the team for clear guidance
Asset Management
- Ensure a comprehensive and updated Asset Register is maintained in SUN System for WVU
- Ensure Field offices maintain Asset registers and submit monthly to National Office for updating the main register in case of moving hands
- Tracking of assets movements by; assigning to staff allocated and tracking change of ownership when an asset changes hands
- Ensure all the items bought that falls under Asset category according to WVU Policies are properly registered on the Asset Register with all the required information
- Recommend for disposal all assets that are obsolete of non-functional
International Travel facilitation
- Ensure that Visa and travel documents are processed for WV staff/Guests/Support offices
- Negotiating special rates with air lines
- Ticket processing and confirmation
- Payment processing in line with set standards
Management of Expatriates and International staff
- Immigration document processing of special passes, work permits and dependants passes.
- Coordinating and managing tenancies by acting as the link between expatriates and landlords
- Monthly utility bills management to ensure uninterrupted residencies (electricity, water, telephone, security, repairs & maintenance)
- Maintaining an updated database for International schools
- Contract management and managing of Landlords
- Management of WVU leased properties
- Maintaining Service Level Agreements
- Maintaining Key Performance Indicators for Admin service providers
- Addressing queries and complaints of either parties
- Finely payment processing
Safety and Security
- Conducting continuous awareness to staff on how to use office facilities
- Conducting periodic safety awareness training (fire fighting and first aid)
- Management of security service provider (guards)
- Working closely with Security Manager on security guidelines for the premises and assets
Qualifications, Skills and Experience:
- The ideal candidate for the World Vision Senior Administration Officer job opportunity must hold a Bachelor’s degree in Business Administration/Secretarial or its equivalent from a recognized university.
- A minimum of five years of experience in administration roles with a reputable international NGO.
- Experience in managing organization assets is essential
- Experience in logistics and supplies-related activities of not less than Two Years, preferably within an NGO.
- Basic knowledge of facilities management is essential
- Experience in a supervisory role is required
- Good facilitation and communication skills
- Good computer skills with ability to write technical report.
How to Apply:
All suitably qualified candidates are encouraged to apply online by visiting World Vision International’s e-recruitment jobs portal at the web link below.
Please follow instructions on How to Create Account and Profile at World Vision’s e-recruitment portal. Qualified female candidates are particularly encouraged to apply.
Deadline: 8th July 2018
: List of Current Job Vacancies / Opportunities in Uganda