World Vision Senior Administration Officer Jobs in Uganda
World Vision Senior Administration Officer Jobs in Uganda
Back ground World Vision Uganda (WVU) is a Christian relief, development and advocacy non-government organisation dedicated to working with children, families and communities to overcome poverty and injustice. We currently work in 43 districts and have 48 Area Programmes implementing projects in health & nutrition, water, sanitation & hygiene (WASH), livelihoods & resilience, education and child protection.
World Vision (WV) is committed to the protection of children and adult beneficiaries from exploitation and abuse and will not employ people whose background is not suitable for working with these beneficiaries. All employment is conditioned upon the successful completion of all applicable background checks, including criminal record checks where possible.
Due to expansion in scope of our programmes, we are now seeking for a qualified and passionate individual willing to share in our vision and join the team in the following role.
Purpose of the position:
The senior administration officer will lead the national office administration office in delivering comprehensive support to the departments at national and field level. The senior administration officer will be responsible for the department budget and will oversee the functional operating plans of the team. The personnel will also lead liaising with other teams in delivering quality reporting and support to the WVU mission objectives.
The SAO is responsible for managing and implementing the administrative, financial, compliance, external relations and liaison functions of the department at the National Office. The position coordinates office operations and procedures to ensure organizational effectiveness, efficiency and safety. This position ensures that the department is responsive to programmatic priorities and complies with statutory requirements (audit, asset management, safety regulations etc).
The incumbent for this position is required to take initiative, work in collaboration with peer departments and have a broad knowledge of WVU operational procedures and ensure efficiency of WVU administrative support services in WVU.
The position ensures that overall administrative functions (office management, facilities, assets, inventory, and travel logistics) of the country office are professional, effective and efficient.
Key Outputs/Responsibilities
Planning and strategy
Draw up and manage the annual operating plans in line with the divisional and departmental mandates.
Designing and updating administration guidelines for WVU processes.
Identifying key gaps in the department and proposing mitigation measures to improve service delivery to users.
Drafting the budget and monitoring departmental usage in line with scope.
Monitor department budget in line with Division scope and work plans.
Provide management information for decision-making; use of monthly reports.
Achieve the SS division key performance indicators and all service delivery components included in the areas of travel, asset& stores management, communications, and facilities management.
Prepare input for the work plan of the department under his/her supervision, determining priorities and allocating resources for the completion of output and their timely delivery.
Lead the optimization of processes, policies and systems for the smooth operations of the division.
Ensure the development, preparation and coordination of work plans, department strategies and projects for the administrative activities of the ministry and takes the lead in securing the required (human and financial) resources.
People performance and management
Supervise day-to-day activities and functions of the department members and support staff.
Conduct periodic appraisals and providing coaching for performance enhancement and ensure monthly LDRs are filled by team members.
Ensure that the outputs produced by the service lines under his/her supervision maintain high-quality standards.
Track staff leave and encourage team members to conform to set recuperation standards.
Identify development and training areas of staff in the department.
Prepare department reports and records, assist in the review of department resources for the WVU operations.
Communication and relationships / Communication Management
Put in place standards to ensure continuous and accurate communication flow (reception, internal and external mail deliveries)
Communicate and disseminate guidelines and framework agreements with the
relevant teams
Represent the organization in dealing with service providers
Disseminate up to date information on WVU administration operations to teams for clear guidance on operational activities.
Maintain collaborative and productive working relationships with partners and internal customers.
Asset Management
Ensure comprehensive and updated asset register is maintained in sun systems for WVU.
Ensure field offices maintain asset registers and submit monthly reports to national office for updating the main register.
Track asset movements by assigning to staff allocated and track changes of ownership
Ensure all the items bought that fall under asset category according to WVU policies are properly registered on the asset register with all the required information.
Recommend and supervise asset disposal exercise.
Take lead in supervision and oversight of the asset management software system.
Oversee quarterly and bi-annual physical asset verification exercises for national office and field locations; submit management reports on results/variances.
Provide recommendations on replacements/ purchase of new assets/equipment as required.
Ensure field office operations are compliant with the existing asset management policy and resulting guidelines.
Contract Management and Process Improvement:
Give support to the supply chain office to ensure the right procurement processes are followed and participate in the bid evaluation process for administration contracts.
Manage and maintain the contracts, records, correspondences for WV national office and field office leases.
Ensure timely payment processing of rent, expenses and utilities along with filing and record-keeping.
Advise budget holder/ stake holders regarding requirements of property, real estate and asset components.
Office premises / Facilities Management
Continuously improve the organizational image through ensuring proper office lay out and outlook.
Develop and maintain internal and external cleanliness standards of the facilities to ensure a conducive working environment.
Manage the allocation of office space at the NO.
Monitor the outsourced maintenance services at the NO (cleaning, fumigation, refuse collection, disinfection, gardening, drinking water, etc).
Closely work with security manager on security guidelines for the premises and equipment.
Conduct periodic safety awareness training
Implement corrective/satisfaction improvement actions as required.
Review invoices for local contractors and monitor administrative expenses to ensure value-for-money aspect is achieved.
Monitor and provide feedback on incident reporting at offices and residences, and recommend necessary actions to supervisor.
Any Other Duties
Any other duty that may be assigned.
Qualifications: Education/Knowledge/Technical Skills and Experience
Education: Bachelor’s degree in business administration/any Business related degree. Additional diploma in business administration, procurement, supply chain or its equivalent is preferred.
A minimum of 5 years of experience in administration roles in affiliated NGO organizations
Experience in managing 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
Strong technical knowledge with good background in computer skills of Microsoft Excel.
High integrity and proven commitment to accountability practices
Proactive personality, self-driven and strongly motivated.
Proven ability in the implementation of large-scale programs
Relationship management/networking, and coordination.
Spiritual maturity, interfaith knowledge and a biblical worldview – ability to articulate and model our Christian identity and mission in an inclusive way.
Good interpersonal skills, strong communication skills, both verbal and written.
Excellent management, analytical and negotiation skills.
Strong information technology skills.
How to Apply
For more information and job application details, see; World Vision Senior Administration Officer Jobs in Uganda
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