World Vision International

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Senior Administrative Officer

Job Description

Position: Senior Administration Officer

Report to: Supply Chain and Administration Manager

Location: Kampala - National Office

Purpose of the position:

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

Key Outputs/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 department and proposing mitigation 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 of administration staff i.e. Receptionists/Admin Assistants, Office Assistants, Courier

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

  • Ensuring monthly LDRs are filled by team members before 5th of every month

  • Tracking staff Leave and encouraging team members to take leave to conform to set standards

  • Identifying development and training areas of staff in the department

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 supervision on routine service of office assets through and effective and efficient manner

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

  • Ensure timely management of staff mobile airtime benefit and SLT black berries- subscription, up to date airtime loading, payment of service providers etc

  • Have an up to date information on WVU Administration operations disseminated to the team for clear guidance

Asset Management

  • Ensure a comprehensive and updated Asset Register is maintained in SUN System for WVU

  • Ensure Field offices maintain Asset registers and submit monthly to National Office for updating the main register in case of moving hands

  • 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)

  • Working closely with Security Manager on security guidelines for the premises and assets

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.