World Vision International

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Administration and Facilities Officer

Job Description

Position: Administration and Facilities Officer

Report to: Administration and Logistics Manager

Location: National Office, Kampala

PURPOSE OF POSITION

To provide administrative services to all WVU functions and maintain a conducive working environment within Administration guidelines

Major Responsibilities:

Planning and Strategy

  • Drawing up and managing the Annual Operation Plans in line with the divisional and departmental mandate

  • Designing and updating Administration guidelines for WVU

  • Identifying key gaps in the departmental and proposing mitigate measures to improve service delivery to users

  • Budget drafting and monitoring for the department

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

People performance and management

  • Supervising, monitoring activities administration staff i.e. Receptionists/Admin Assistants, Office Assistants, Courier

  • Conducting periodic appraisals and providing coaching for performance of administration staff

Office Premises

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

  • Management and allocation of office space at the National Office (Nakasero & Kisozi)

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

  • Provide routine service of office assets through and effective and efficient manner

  • Maintain adequate stock of break tea and cleaning supplies and materials

Communication and relationships

  • Put in place standards to ensure continuous and accurate communication flow (reception, internal and external mail deliveries)

  • Communication and dissemination of guidelines and frame work agreements

  • Represent the organization in dealing with service providers

  • Management of the telecommunication system- landlines, faxes

  • Manage the staff mobile airtime benefit and SLT black berries- subscription, up to date airtime loading, payment of service providers

ASSET MANAGEMENT

  • Management of asset database in sun system and asset register for National office by ensuring all relevant information relating to each asset is entered into the database and is up to date

  • Tracking of assets movements by; assigning to staff allocated and tracking change of ownership when an asset changes hands

  • Ensure all the items bought that falls under Asset category according to WVU Policies are properly registered on the Asset Register with all the required information

  • Recommend for disposal all assets that are obsolete of non-functional

International Travel facilitation

  • Ensure that Visa and travel documents are processed for WV staff/Guests/Support offices

  • Negotiating special rates with air lines

  • Ticket processing and confirmation

  • Payment processing in line with set standards

Management of Expatriates and International staff

  • Immigration document processing of special passes, work permits and dependants passes.

  • Coordinating and managing tenancies by acting as the link between expatriates and landlords

  • Monthly utility bills management to ensure uninterrupted residencies (electricity, water, telephone, security, repairs & maintenance)

  • Maintaining an updated database for International schools

Contract management and managing of Landlords

  • Management of WVU leased properties

  • Maintaining Service Level Agreements

  • Maintaining Key Performance Indicators for Admin service providers

  • Addressing queries and complaints of either parties

  • Finely payment processing

Safety and Security

  • Conducting continuous awareness to staff on how to use office facilities

  • Conducting periodic safety awareness training (fire fighting and first aid)

  • Management of security service provider (guards)

Qualifications: Education/Knowledge/Technical Skills and Experience

  • A Bachelor’s degree in Business Administration/Secretarial or its equivalent from a recognized university.

  • At least five years experience in administration roles with a reputable international NGO.

  • Experience in managing organization assets is essential

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

  • Basic knowledge of facilities management is essential

  • Experience in a supervisory role is required

  • Good facilitation and communication skills

  • Good computer skills with ability to write technical report.