Position: Administration Assistant
Report to: Senior Administration Officer
Location: Kampala - National Office
Purpose of the position:
To provide administrative support services to World Vision – Uganda and to facilitate in the conducive running of the administration systems at the national office in line with the WVU policies and procedures.
In charge of Administration Stores, ensure stock cards are well maintained
Provide guidelines to staff and WVU visitors on Administration operations,
Allocation of office space to staff in consultation with supervisor
Represent the Organization with the service providers
Effective use of the administration activities work Plan
Preparation of Monthly Administration Reports to track activities in the department submitted within the set timelines
Maintain an up to date data base for small scale service providers, negotiate fair rates and prepare service Agreements
Maintain a proper Filing of all Administration records for reference purposes
Maintain the staff leave tracker for the team
Generate requisitions for supplies and services on behalf of the administration department.
Receive, analyze and process services and supplies requisitions from other departments and projects to ensure timely delivery of services and items requested.
Process payment of outstanding Invoices in a timely manner to avoid any disconnections and meet our contractual obligation to the suppliers and service providers.
Ensure adequate stock of Administration routine user items and replenishment of all supplies are maintained at all times.
Assist in preparation for Administration meetings if called upon and take minutes of meeting and keep clear records of meetings;
Facilitate WVU International and Local Workshops and Events with support from Program Assistants
Facilitation of Expatriate Staff
Maintain a clear database to track International schools, manage and process payment of school fees on behalf of the expatriates. Ensure that renewals are made at the beginning of each school term.
Maintain a database and proper filling system to ensure that all WVU expatriates; have up to date documents during /for the rest of their contract period with WVU.
Immigration: Ensure work Permits, special passes, renewals and any other passes and documents necessary are timely processed as soon as a staff arrival in Uganda OR expiration of the existing document.
Accommodation: Search appropriate accommodation based on the staff’s budgets, ensure agreements (ref: Letter of appointment/secondment/email etc)
International & Local Air Travels
Have an up to date base for Air travel service providers,
Review Air travel forms and invoices of staff Ari travels before forwarding for authorization.
Facilitation of WVUG staff and other support offices where required with VISA processing and other requirements
Give adequate information/support on Air travels
Maintain an up to date database (Soft copy) of all guests supported
Provide Support to the Division / Program Assistants in facilitation of these guests i.e. hotel reservations, confirmation of flight reservation among others
Communication Management of postpaid lines
Maintain an up to date soft database of all office communication lines in Kisozi
Ensure Invoices are fully verified before processing payments
Ensure postpaid Invoices are timely processed and payment followed up to avoid interruption of official communication
Office Security and Corporate Presentation
In charge of the security of all offices (Custodian of spare keys in the Key-Rack)
Ensure all offices and storage spaces are well locked before close of every business day
Recommend for disposal and or replacement of all assets that are obsolete or non-functional in the department
Hotel reservations processing and management
Negotiating annual frame work agreements with service providers
Requesting in PROVISION on behalf of Administration department
Order placement in line with approved and agreed guidelines
Managing and coordinating service delivery between WVU staff/guests and the hotel
Payment processing in line with set standards
Qualifications: Education/Knowledge/Technical Skills and Experience
Must possess a University degree in any Business discipline.
2-3 years relevant experience in administration
He/she should be able to manage a team of staff as well as cooperate with other units.
He/she must be keen on details and well organized individual.
Must have basic knowledge in computer applications like MS Office.
Excellent communications skills in English, both oral and written
Excellent team player;
Should be knowledgeable, Optimistic, Determined and Engaging