World Vision Jobs in Uganda Job Openings in Uganda

World Vision Jobs in Uganda Administration and Facilities Officer Job Openings in Uganda

Administration and Facilities Officer

Reference: 6392-12N01018

Location: Africa - Uganda Town/City Kampala

Category: Administrative Services

Type: Fixed term, Full-time

[International Role No: - Only National applicants will be considered.

Duration: 2+ Years APPLY FOR THIS JOB

Job description

Position: Administration and Facilities Officer

Report to: Administration and Logistics Manager

Location: National Office, Kampala

Purpose of position

To provide administrative services to all WVU functions and maintain a conducive working environment within Administration guidelines

Major Responsibilities:

Planning and Strategy

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 departmental and proposing mitigate 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 administration staff i.e. Receptionists/Admin Assistants, Office Assistants, Courier

Conducting periodic appraisals and providing coaching for performance of administration staff
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 routine service of office assets through and effective and efficient manner

Maintain adequate stock of break tea and cleaning supplies and materials

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

Management of the telecommunication system- landlines, faxes

Manage the staff mobile airtime benefit and SLT black berries- subscription, up to date airtime loading, payment of service providers

Asset management

Management of asset database in sun system and asset register for National office by ensuring all relevant information relating to each asset is entered into the database and is up to date

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)

Qualifications: Education/Knowledge/Technical Skills and Experience

A Bachelor’s degree in Business Administration/Secretarial or its equivalent from a recognized university.

At least five years 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.

- See more at: https://careers.wvi.org/jobs/uganda/administrative-services/administration-and-facilities-officer/6965#sthash.dYMU6wSB.dpuf



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