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Administration Officer

International Role - No - Only National applicants will be considered.
1-2 Years

Position: Administration Officer

Report to: Support Services Manager

Location: Arua

Purpose of the position:

Provide Administrative support for efficient and effective delivery of project activities under the West Nile Response Program in line with existing WV strategy, policies and guidelines.

Major Responsibilities:

People & Service provider management

  • Supervising, monitoring activities of administration staff i.e. Receptionist/Admin Assistant, Cleaners.

  • Management of outsourced service providers including security (guards), cleaning company, etc.

Planning, Documentation and events support

  • Identify key gaps in administration services and proposing measures to improve service delivery to users.

  • Plan and provide logistical support for meetings and other forums such as workshops and learning events.

  • Provide management information for decision making through monthly report writing.

Office and Residential/Team House Management

  • Develop and maintain internal and external cleanliness standards of the office premises to ensure a good working environment

  • Continuous improvement of the organizational image through ensuring proper office lay out and outlook

  • Maintain adequate stock of refreshments and cleaning supplies and materials as per approved standards

  • Monthly utility bills payments processing (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.

  • Maintain West Nile response assets (including assets register) and ensure routine service of office machinery and assets.

Communication and relationships

  • Communication and dissemination of guidelines and framework agreements to service providers.

  • Manage the staff mobile airtime benefit including up to date airtime loading, and payment of service providers.

Hotel reservations processing and management

  • Sourcing for quotations and processing requisitions

  • Order placement in line with approved rates

  • Managing and coordinating service delivery between guests and the hotel

  • Payment processing in line with set standards

International Travel facilitation

  • Visa and travel documents processing for WV staff/Guests/Support offices

  • Ticket processing and confirmation

  • Payment processing in line with set standards

Finance Support

  • Use different logging records for generators , phones , & utilities to prepare cost allocation based on approved cost allocation guidelines

Qualifications: Education/Knowledge/Technical Skills and Experience

  1. A Bachelor’s degree in Business Administration, management sciences or related disciplines.

  2. Experience in implementing administration, logistics and supplies-related activities of not less than Two Years, preferably within an NGO setting.

  3. Good communication skills

  4. Excellent interpersonal skills

  5. Good computer skills