Organisation: World Vision International
Reports to: Regional
Operations Manager
World Vision International 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 Administration
Officer will offer support for efficient and effective delivery of WVU programs
in Karamoja region in line with existing strategy, policies and guidelines.
Key Duties and
Responsibilities:
1. Planning and Strategy:
- Drawing
up and managing the administration Annual Plan in line with the regional
plans and mandates - In
charge of identifying key gaps in administration services and proposing
measures to improve service delivery to users
2. Budget Preparation and Budget Monitoring:
- Offering
management information for decision making through monthly report writing. - Render
support to Karamoja region meeting/forums and follow-though of decisions/
actions. - In
charge of developing calendar/s of key events and supporting its
implementation by following up with the responsible staff and supporting
planning of the events, reminders to staff and organizing logistics. - Organizing,
preparing agenda, and taking minutes of management meetings and follow up
of implementation of key action points and decisions. - Follow
up on invitations through emails and phones as is appropriate. - Planning
for and managing logistics for meetings and other forums such as workshops
and reflection/ learning events. - Plan
and manage the documentation process of key events and information/ report
dissemination. - Sharing
and following through with relevant staff on the implementation of
decisions and actions from meetings, workshops and learning events in a
timely manner.
3. People Performance and Management:
- Mentoring,
supervising and monitoring activities of administration staff i.e.
Receptionists/Admin Assistants, Office Assistants, Courier. - Conducting
periodic appraisals and providing motivation and coaching for performance
of administration staff - Identify
prerequisite skills required for staff recruited to operate within the
function, and take an active role in the hiring process to ensure relevant
people are hired. - Assess,
identify capacity gaps and recommend/plan for capacity building of staff
under is supervision.
4. Office and Residential/Team House Management:
- Develop
and maintain internal and external cleanliness standards of the office
premises to ensure a good working environment - Management
and allocation of office and residential space at the different locations
WV operates in within Karamoja region - Continuous
improvement of the organizational image through ensuring proper office lay
out and outlook - Ensure
routine service of office machinery and assets - Maintain
adequate stock of break tea and cleaning supplies and materials - Monthly
utility bills management (electricity, water, telephone, security, repairs
& maintenance) - Maintain
office and residential key logs and ensures both office and residential
premises are safe; secures office keys and allocates them to staff keeping
copies of each set of keys. - Management
of WVU leased properties - The
Administration Officer will be maintaining Service Level Agreements with
Land lords. - Final
payment processing for all leased properties
5. Communication and Relationships:
- Instill
standards to ensure continuous and accurate communication flow between the
NO and Karamoja and within Karamoja office and external stakeholders - Represent
the organization in dealing with service providers - Responsible
for managing office telephone, ensures proper record of phone calls made
by individual persons and departments through call logging for cost
allocation and management. - In
charge of hotel reservations processing and management - In
charge of negotiating annual frame work agreements with service providers - Sourcing
for quotations and processing requisitions - Order
placement in line with approved rates - Managing
and co-coordinating service delivery between guests and the hotel - Technically
support programme teams in organizing local workshops - Payment
processing in line with set standards
- Assist
the Regional People & Culture Officer in Karamoja recruitment
processes (temporary/casual staff) - Support
Regional P&C officer in maintaining and updating HR records (temporary
and casual staff files, recruitment files etc) - Prepare
and regularly update staff leave schedules - Support
regional P&C officer in disseminating P&C communications,
guidelines and follow up of implementation of P&C processes (medical,
Group Personal Accident etc). - Provision
of policy guidance to staff
- Responsible
for coordinating receipt of all vendor invoices through the administration
processes, records and hands them over to procurement and finance for
payments. - Uses
the different logging records for generators , phones , & utilities to
prepare cost allocation based on approved cost allocation guidelines - Coordinates
and compiles request for office stationaries and submits them to NO
procurement for action. - Responsible
for cost management within the department - Perform
any other duties as deemed necessary by the Regional Operations Manager.
Qualifications, Skills and
Experience:
- The
ideal candidate for the World Vision Administration Officer career
opportunity should hold a Bachelor’s degree in Business Administration,
management sciences or related disciplines. - At
least two years of administrative experience managing a busy office,
preferably within an International NGO (INGO). - Excellent
facilitation and communication skills - Computer
literacy skills - Excellent
interpersonal skills - Show
commitment to World Vision Core Values and Vision Statement
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: 29th June, 2015.
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