Senior Administration Officer Job at Catholic Relief Services (CRS) - Career Opportunity in Uganda
Vacancy title:Senior Administration Officer
Jobs at:
Catholic Relief Services (CRS)
Deadline of this Job:
5th January 2018 by 5:00PM
Duty Station:
Kampala, Uganda
JOB DETAILS:
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 Senior Administration Officer will provide support with Administrative and Logistical functions of the CRS Kampala Office which will include general Office & residential premises management, Inventory and Stores Management, Office Security and staff safety management and other Administrative Activities as based on the Country Program requirements.
Key Duties and Responsibilities:
General Administration
- Support the management of the Administration function of the office
- Support the liaison with key project staff to identify and plan for their support needs ensuring timely responses to requests for administrative support.
- Provide administrative support for the office and ensure smooth running of meetings, workshops, and conferences.
- Maintain relationships with outside vendors (hotels, printers, caterers, etc.), ensure transparent and fair deals with these vendors, and that all work adheres to CRS procurement policy.
- Ensure that stores are properly organized and secured against theft whilst maintaining required stores management practices
- Maintain key relationships with service providers, and ensure timely processing and payment of bills.
- Support in the management of a centralized filing system for all admin letters/correspondence, contracts, including a regularly updated file index list and orient new staff in the system.
Fixed Assets Handling – Recording: - 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.
- 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.
- Conduct physical verification of assets every six months – March & September, reconcile master inventory and report to the Administration Manager.
Inventory & Storage: - Ensure proper storage of goods
- Regularly check stock records and ensure that they are up dated on a regular basis to reflect the movement of goods
- Regularly check and ensure that the correct procedure and proper documentation is carried out by all personnel requesting items from stock.
Office and international staff residence support - Support the maintenance of contracts/leases and other service contracts to ensure that they are updated regularly.
- Ensure that CRS assets are well maintained and secure.
- Manage maintenance and repair works of the office facilities and international staff houses.
- Arrange for routine equipment servicing or repairs when necessary, and communicate with the Administration Manager on replacement plans.
Staff safety and security - Ensure equipment are in place to guarantee staff safety in the workplace and at residential premises, for example fire, first aid, protective equipment, etc.
- Regularly monitor the maintenance schedules and ensure equipment are regularly maintained
- Support in identifying and recommending improvements towards staff safety requirements.
- Support in ensuring that staff and visitors are aware of and comply with the required safety policies.
- Ensure timely and accurate reporting of all safety incidents at the office.
Staff supervision - Ensure that the Administrative assistants, Office assistants and all other direct reports receive proper supervision, including coaching/mentoring, capacity building, and that reports adhere to CRS performance management protocols.
- Review the performance and development plans for direct reports to support implementation of appropriate personal development plans and ensure effective performance.
- Identify the development needs for direct report.
- The ideal candidate for the Catholic Relief Services (CRS) Senior Administration Officer job placement should preferably hold a Bachelor’s Degree in Social Sciences, Business Administration/Management or equivalent.
- Five years of related work experience in a similar position, preferably with an international NGO or UN Agency.
- Person of high integrity, interpersonal and customer care relations.
- Excellent writing, listening and good communication skills.
- Culturally sensitive and patient.
- Ability to work with minimum supervision.
- Ability to manage multiple tasks at a time and work effectively with colleagues from different backgrounds.
- Computer literacy skills i.e. proficiency in MS word, MS Excel, and E-mail communication.
- Agency-Wide Competencies: Serves with Integrity, Develops Constructive Relationships, Models Stewardship, Promotes Learning
All suitably qualified and interested Ugandan candidates are encouraged to send their cover letters, CVs and three work references (names and contact information only) to ug_recruitment@crs.org
NB: Large files and/or scans of documents will lead to rejection of your application in the subject line of the email, copy and paste SENIOR ADMINISTRATION OFFICER KAMPALA
only.
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