Office Manager Job Opportunity - WaterAid

Duty Station: Kampala, Uganda

Reports to: Country Representative

WaterAid’s

Vision is of a world where everyone has access to safe water and sanitation.

Our mission is to transform lives by improving access to safe water, hygiene

and sanitation in the world’s poorest communities, WaterAid works with partners

to maximize its impacts for policy change/influence.

                                               

WaterAid

works through supporting local organizations and government authorities to

design low cost sustainable projects using appropriate and affordable

technologies that can be managed by the community itself.  WaterAid also seeks to influence the policy

change through government and other key international organizations to secure

and protect the right of poor people to safe, affordable water and sanitation

services.

Job Summary: The Office Manager will proactively ensure

effective and efficient planning and management of administrative support

function. This includes responsibility for logistics, documentation, travel and

accommodation facilitation, upkeep and management of WaterAid’s property in

Kampala.

Key Duties and Responsibilities:

1. Manage the provision

of administrative support for the WAU office, by:

• The incumbent will be supporting the Front
  
  Office to ensure that reception services including telephone calls,
  
  letters, e-mail etc are provided in such a professional fashion that
  
  visitors are provided with a warm welcome and that their needs are swiftly
  
  met.


• Ensure that a high standard of secretarial
  
  service is provided to WaterAid including an efficient system for keeping
  
  all records.


• Make sure that all rental, utility bills, subscriptions
  
  or other service contracts (photocopier, internet and other machinery
  
  servicing contracts) are renewed in a timely manner


• The incumbent will support Finance to ensure
  
  that all valuable assets are insured and that all insurance policies are
  
  kept up to date.


• Supporting Finance in the updating and
  
  maintaining of the fixed assets register, quarterly, and whenever new
  
  items are purchased together with ensuring that all valuable assets are
  
  branded, insured and that all insurance policies are kept up to date.


• Ensuring that work is planned and organised,
  
  that admin related staff are given appropriate workloads and are clear
  
  about what is expected of them and are working effectively to meet their
  
  responsibilities


• In charge of preparing Administrative budgets
  
  and monitor budget variances. Provide monthly and quarterly expenditure
  
  reforecast


• Offer technical support in preparation of
  
  reports for internal and external use


• Following up on any Admin related advances
  
  given to ensure correct reporting and accountability


• At all times acting according to the highest
  
  standards of professionalism and personal integrity in managing and
  
  overseeing the affairs of WAU

2. Plan and provide

logistic services in a timely and reliable fashion by:

• As part of your support to the Finance team,
  
  support and coordinate all procurement process i.e. preparing purchase
  
  analysis, and local purchase orders and ensure storage of supplies.


• Administer all agreements and contracts with
  
  Service providers.


• Ensure that the logistics services are
  
  provided in a timely and reliable fashion (e.g. travel arrangements,
  
  conference venue bookings, meetings arrangements etc)


• In charge of purchasing e-tickets for travel
  
  and facilitating the acquisition of all associated paperwork and
  
  rescheduling of flights for all international staff as per their plans.


• Arrange for office space and other logistics
  
  arrangements for all staff in the CP and to ensure the office space is fit
  
  for purpose


• Taking the initiative in collecting feedback
  
  from staff and working to continuously improve the quality of the
  
  logistics service

3. Ensure that an

effective and efficient transport management system is in place, by:

• Surveying the transport needs and ensuring
  
  that an effective system is in place to these needs of staff in the most
  
  cost-effective manner possible (e.g. by planning and tracking vehicle
  
  allocation, vehicle movements, vehicle utilisation, fuel consumption etc)


• Work closely with the drivers to enable high
  
  quality maintenance, regular servicing of vehicles, generators and other
  
  mechanical equipment.


• Ensure that all vehicles in the WaterAid
  
  fleet are roadworthy and immediately advising if any problems are
  
  anticipated


• Perform other job related duties as required
  
  by the line manager.

Qualifications, Skills and Experience:

• The applicant for the WaterAid Office Manager
  
  job opportunity should hold a Degree or Post graduate degree in Business
  
  Administration/ office management or secretarial studies


• Previous exposure and experience in
  
  procurement and logistics administration.


• Working knowledge of office administration
  
  and management


• Working knowledge of air ticketing,
  
  immigration rules, training and workshop venues, office cleanliness,
  
  hygiene, gardening and ground keeping


• Secretarial and Computer Skills in MS
  
  Windows, Word, Excel, internet explorer, Outlook express or Microsoft
  
  outlook


• High degree of Personal Integrity


• Result-orientation


• Proactivity


• High degree of flexibility


• Thoroughness


• Good customer care skills


• Broad knowledge and understanding of Others


• Good planning and organizational skills


• Excellent relationship building skills


• Good problem solving and decision making
  
  skills


• Good negotiation skills


• Basic office equipment maintenance


• Microsoft Office usage.


• Fluent in English Language and Writing. Multi-lingual
  
  preferred.


• Good decision making skills


• Accountability /Trustworthiness


• Team work


• Show commitment to WaterAid’s values and ways
  
  of working.

All

suitably qualified and interested with a desire to work with WaterAid should

endeavor to send a filled application form, download

here, to: wateraid@nftconsult.com

Deadline: 15^th April 2016