Organization: Catholic Relief Services (CRS)
Duty Station: Kampala, Uganda
Reports to: Administration Manager
Catholic
Relief Services (CRS) is an international non-profit organization which
implements the commitment of the Bishops of the United States to assist the
poor and vulnerable overseas. Our Catholic identity is at the heart of our
mission and operations. We welcome as a part of our staff and as partners
people of all faiths and secular traditions who share our values and our
commitment to serving those in need.
Job Summary: The Administration Officer will implement
administrative functions related to handling CRS Kampala office and residential
premises leases, maintenance & repairs; service contracts, and inventory.
Key Duties and Responsibilities:
1. General
Administration:
- Ensure all Office and International Staff
residence maintenance issues are addressed in a timely manner;
particularly that the Office Generator is serviced and maintained well at
all time. - The incumbent will coordinate the payment of
utility bills for office and international staff residences in a timely
and efficient manner. - Ensure Office cleaners keep the office
premises clean at all times and that the Office garden is well maintained. - Conduct cell phone recharge for staff on
monthly basis: equally ensure that international staff internet
subscription fee is paid on time, and the service renewed to avoid any
disruption. - Ensure Protection and safety equipment such
as fire extinguishers and first aid kits are installed, available and in
functional order at the office premises and international staff
residences. - Render support in maintaining office store and disposal
of obsolete or scrap items when directed. - Support the Administration Manager in
preparation of any report related to office maintenance and utilities
costs when required. - Assist Administration Manager in tracking
staff sitting space/allocation as per the updated monthly Kampala office
staff list & month end timesheet effort report project budget
allocations.
2. Fixed Assets Handling
– Recording:
- Update and maintain an accurate inventory of
all CRS/Uganda assets, ensuring proper numbering. - Ensure invoices, vouchers and all relevant
purchase documents are filed. - Print CRS property numbers on all assets at
time of acquisition. - Ensure that all assets are engraved prior to
dispatch to field locations or assigning to staff. - Carry out quarterly review files against the
relevant checklist for accuracy and completeness of records and filing
(i.e. label all files and maintain a systematic filling list; open new
files and recommend old files for closing; file all documents promptly and
retrieve them when requested.) - Prepare Fixed Asset Notice form (FAN) in
triplicates for purchases above $5000. - Carry out physical verification of assets
every six months – March & September, reconcile master inventory and
report to the Administrative Manager.
- Guide staff/travelers on immigration
requirements for in country; provide support as needed to facilitate visa
processing. - Coordinate all visa requests for staff on
official assignment and provide needed support. - Prepare and submit a monthly visa status
report on international staff and submit to the Head of Administration
- Advise on needed documentation and procedure
for all shipments for the CRS office upon receiving information on
incoming shipments. - Actively monitor all shipments to the CRS
office and liaise with clearing agents on the clearing and delivery of
items. - Follow up with the various government
agencies to process relevant documentations for imported items.
5.
Receiving/Distribution:
- Coordinate with the Procurement Unit on the
receiving of goods. - Generate and sign a goods received note for
the received items. - Receive invoices from vendors and initiate processing
of payment requests. - Receive goods received notes from the
partners and delivery notes from the transporters; initiate payment
process and follow up with Finance.
- Ensure that all received goods are properly
stored. - Maintain stock records and ensure that they
are up dated on a regular basis to reflect the movement of goods. - Ensure that correct procedures and proper
documentation is carried out by all personnel requesting items from stock.
7. Other Responsibilities
(not exhaustive): As assigned by your supervisor, perform other
tasks, which are commensurate with your level in the organization.
Qualifications, Skills and Experience:
- The ideal candidate for the CRS
Administration Officer vacancy should hold a Bachelor’s degrees in
Administration, Social Sciences, Business Management or equivalent. - A minimum of three years’ work experience in
a similar position, preferably with an International NGO or UN Agency with
a good understanding of HR and Finance. - Proven ability to plan resources and actions
in order to ensure timely and efficient service delivery. - Demonstrated ability to assimilate and
analyze situations, plus skill in handling unexpected situations. - Ability to interact effectively with internal
and external counterparts at various levels. - Fluent written and spoken English.
- Computer literacy i.e. working knowledge of
Microsoft Office software (Word, Excel, Outlook, and Internet) required. - Desire to work effectively in a team oriented
environment. - Personal Competencies (for all CRS Staff):
Serves with Integrity, Models Stewardship, Cultivates Constructive
Relationships, Promotes Learning
All
suitably qualified and interested candidates are encouraged to send their cover
letters, CVs and three work references (names and contact information only) to
ug_recruitment@crs.org.
Deadline: 27th January 2016
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