Non-profit Careers - Program Administration Manager at Water For People ~ Ugandan Jobline Jobs

Organization: Water For

People

Reports to: Country

Director

Water For

People is a global non-profit organization with headquarters in Denver,

Colorado, USA, and country offices in Kampala, Uganda. Water for People aims at

improving people’s quality of life by supporting the development of locally

sustainable drinking water resources, sanitation facilities, and health and

hygiene education programs. Water For People currently operates in 10 countries

in Latin America, Africa and Asia. Currently, Water For People Uganda works in

partnership with Local Governments western and eastern Uganda and is expanding

operations in other districts.

Job Summary: The Program

Administration Manager will be responsible for the organization and

coordination of office operations and procedures to facilitate organizational effectiveness

and efficiency in the country. The job holder will significantly contribute to

the development and implementation of organizational strategies, policies and

practices.

Key Duties and Responsibilities: 

1.

General Administration:

·        
Relieve management of administrative detail through

the timely provision of logistical support to all programs, meetings, etc

·        
In charge of establishing policies, procedures, and

work schedules for all support staff

·        
Actively contributes to team effort by accomplishing

related results as needed

·        
Ensure regular staff meetings and reflections

including management of staff minutes

·        
Responsible for the general administration of local

contracts drafting of contracts/ agreements; Filing and safe custody of the contracts.

·        
Be accountable for and manage the staff/service

providers delivering the following functions:-

o   The reception

& front of house functions e.g. Office supplies by identifying needs for

reception, stationery, switchboard, mails, and kitchen;

o   The physical

infrastructure for the operations

o   The vehicle

administrative functions

·        
Administer Country Program assets to staff and

conduct annual inventory

·        
Maintain working files and records; prepare

procurement minutes, progress reports.

·        
Ensure that international staff posted in the

country acquire legal instruments

·        
Security and internal controls for the department.

·        
General management and oversight of staff in the

department

2.

Support for Management & Operational Functions:

·        
Actively contribute to development of the Strategic

Plan

·        
Ensure systems and information collection can

contribute to management reporting and reporting against performance indicators

in the Strategic Plan.

·        
Responsible for the preparation of administration

budgets and reviewing progress against budget.

3.

Human Resource Management: Work closely with the Country Director to actively contribute

to Human Resource management issues including recruitment, induction, the

planning and facilitation of training of staff and development, job descriptions,

conditions of employment, etc.

4.

Procurement: The Administrative Manager will be responsible to

Water For People Uganda procurement duties including:

·        
Operationalize procurement functions at the Country

Office Coordinate and facilitate procurement planning,

·        
Prepare inputs to standard bidding documents for

project activities.

·        
Prepare inputs as needed by Water For People

·        
The incumbent will procure goods and services

through the Country Office

·        
Prepare, evaluate and collate short-list of

suppliers

·        
Actively monitor procurement through regular updates

of the procurement plans.

·        
Maintain working files and records;

·        
Maintain current market knowledge by evaluation of

technical data, price and payment terms, visits and phone/e-mail interviews and

contacts.

·        
Working with the global IT team, manage appropriate

and effective information technology systems

·        
Significantly contribute to the development, review

and implementation of an IT

·        
Ensuring appropriate backup processes for all staff

6.

Occupational Health, Safety and Welfare: While Staff must take reasonable

care to protect staff own health and safety at Work, the Administrative Manager

will also contribute to occupational, health and safety responsibility by:

·        
Actively communicating and updating Occupational

Health, Safety and Welfare responsibilities, policies and procedures to all

staff;

·        
Providing professional advice on Occupational

Health, Safety and Welfare

·        
Ensuring the Country Director as the “responsible officer”

under the legislation

·        
Ensuring office resources are maintained in safe

working condition;

·        
Identifying and addressing building, equipment,

safety and security issues,

7.

Other Duties Coincidental to the Position: Perform any

other duties as may be assigned by the Country Director

Qualifications, Skills and

Experience: 

·        
The Programme Administrative Manager must be a Ugandan

with an advanced degree in Administration.

·        
A minimum of four years’ experience in

Administration.

·        
Computer literacy skills especially in all MS and

Windows-based applications, including Excel, Word.

·        
Demonstrated writing, presentation and reporting

skills.

·        
Be a self-starter with the ability to undertake

tasks without intensive supervision

·        
Fluency in spoken and written English language;

·        
Willingness to engage equally well in requirements

of the job.

All candidates

are encouraged to send a detailed CV and testimonials plus three (3) independent

referees and their contacts addressed to: The Country Director, Water for

People Uganda, P.O. Box 1420, Kampala. Uganda. 

Email to: nokot@waterforpeople.org

Deadline: 5^th September, 2015

Duty Station: Kampala,

Uganda