Administration Officer Jobs in Uganda
The Administration Officer will establish procedures and mechanisms for simple and streamlined administrative operations.
S/he will ensure efficient office administration to enable and facilitate the work for all departments.
S/he will line-manage any administration staff to ensure they function efficiently and effectively.
Main tasks
General
Manage professional office administration and efficient operations of the Country Office in line with relevant CBM standards.
Document and maintain updated administrative processes and procedures; initiate and lead regular reviews to ensure clarity, effectiveness and efficiency.
Ensure that CBM is complying with in-country regulatory requirements such as registration and related annual reporting to relevant authorities (except financial regulatory requirements such as statutory accounts, audit, tax filing, social security contributions, etc., which are the responsibility of the Country Finance Manager).
Effectively line-manage the administrative staff based on performance.
Handle logistics including travel bookings and visitor schedules, including establishing a regular travel and visitors plan.
Handle visa applications for visitors and expatriate co-workers.
Handle the practical organisastion of office meetings, workshops, training, etc.
Provide secretarial duties, including handling of official correspondence with authorities, business registrations, etc.
Provide support to the Country Director specific to the operational requirements of his/her position, such as schedule management, minute taking, report writing.
Ensure office and property/facility management, including office cleanliness, organizing and overseeing maintenance and repair works on CBM premises or on CBM assets; facilitating and following up on Accessibility and Inclusion audits.
Put in place and maintain relevant insurance contracts.
Ensure professional receptionist services for the office.
Take responsibility for record keeping and filing of important administrative office documentation; manage the office archive
Coordinate timely disposal of old and obsolete office equipment and assets, as guided by CBM guidelines on disposal
Ensure proper allocation, maintenance and utilization of equipment and office furniture especially those in the common areas;
Maintain proper record keeping in regard to billings, service contracts and ensure that queries/anomalies are dealt with
Act as the custodian of the office keys, to ensure the office is opened on time and properly closed at the end of the work day, following the relevant SOPs for office safety and security.
Serve as custodian for and disburse petty cash fund (imprest account), liquidate and replenish in a timely manner.
Support the timely procurement of goods and services to address the needs of the Country Office; act as a member of a vendor/supplier selection committee.
Ensure oversight and management of Country Office IT systems and maintenance, access to Navision (where relevant), Sharepoint and other relevant programmes.
Collaborate closely with the Country Finance and Regional HR Manager to ensure cross-functional policies, procedures and practice are harmonised and streamlined where relevant.
Model and promote CBM’s values, culture and inclusive practices and promote disability and gender equality with colleagues.
Serve as safety and security focal point for
the Country Office, ensure all staff and visitors comply with Safety and Security SOP in country.
This will involve coordination sensitization sessions, training and regular communication.
HR Administration
Support the Regional HR Manager in ensuring on-time delivery of HR services and accuracy of information.
Provide timely and consistent HR data for the Country office to facilitate the preparation and dissemination of HR reports.
Submit HR recruitment / contracting requests for approval in line with the Authority Structure
Support the Regional HR Manager with administrative and logistical aspects of expatriate co-worker assignments, such as arranging house leases, security, vehicle, etc.
Facilitate the in-country recruitment and candidate selection process.
Ensure employment contracts are in place and inform the Country Director in a timely manner of contract end-dates.
Coordinate the process of induction & briefing for new staff in the Country Offices.
Coordinate the effective implementation of the annual performance management process by line managers in line with agreed timelines
Ensure all staff have up-to-date and signed job descriptions in place.
Pre-Requisites
Education, Knowledge & Professional Experience
Academic degree in General Management, Business Administration or any other relevant field.
Minimum three years’ experience in a similar position within a reputable organisation, preferably a development organisation.
Effective interpersonal and communication skills.
Quality results oriented.
Ability to work under pressure, prioritise tasks efficiently and meet critical priorities.
Highly organised and self-directed, comfortable working in a fast-paced environment with changing priorities and under minimal supervision.
Ability and willingness to work outside office regular hours.
Ability to proactively anticipate any potential issues or risks for the office and submit appropriate recommendations to address them
High level of professionalism, maturity and integrity when dealing with sensitive information and issues.
An effective team player who is able to work diplomatically and with sensitivity with individuals from a variety of cultures, professions and personal backgrounds.
Advantage of lived experience with disability. *
HOW to Apply:
Application Procedures:
Candidates with the required profile and proven experiences, who meet these qualifications, are invited to submit via e-mail, a meaningful letter of motivation, stating why he/she wishes to work for CBM, CV, three professional references and salary expectations to Recruit.Nairobi@cbm.org
Application deadline: 5 pm 7th September 2018.
CBM encourages persons with disabilities who qualify to apply for this position.
Ugandan Nationals are encouraged to apply
Only short-listed candidates will be contacted.
Find jobs in Uganda. Jobs - Uganda jobs. Search our career portal & find the latest Ugandan job positions, career opportunities & jobs in Uganda.
Jobs in Uganda - banking jobs, IT jobs, accounting jobs, NGO jobs, business administration, ICT, UN jobs, procurement jobs, education jobs, hospital jobs, human resources jobs, engineering, teaching jobs, and other careers in Uganda.
Find your dream job from 1000s of vacancies in Uganda posted and updated daily - click here!
Click here to post comments
Join in and write your own page! It's easy to do. How? Simply click here to return to Jobs in Uganda.
