Vacancy title:
Administration Officer

Jobs at:
Bantwana World Education Initiative

Deadline of this Job:
May 4, 2018 at 5:00pm

Duty Station:
Kampala, Uganda

JOB DETAILS:
World Education Inc. /Bantwana (WEI/B) is a non-government organization that helps children orphaned and made vulnerable by HIV/AIDs to access the comprehensive support and care they need to grow into healthy adults learn more at https://bantwana.org World education Inc./Bantwana (WEI/B) is implementing a five year USAID funded BETTER OUTCOMES project for children and youth in eastern and northern Uganda the goal is to improve the wellbeing of children and youth orphaned and made vulnerable by HIV and other adversities in eastern and northern Uganda. BETTER OUTCOMES is implementing by a consortium of five partners namely WEI/B as a prime partner Mercy corps Uganda Woman’s Effort to save orphans (UWESO), youth Alive and Friends of Christ Revival (FOC-REV) each responsible for specific technical aspects of the project. The project is being implemented in 20 districts
Position : Administration Officer (1 Position)
Reports to: Regional Manager G Logistics and Procurement
Manager
Duty Station: Lira Uganda

Job Summary
To provide supervision, coordination and control over general administrative support and logistical activities of the regiional office management of the te petty cash payments office cleanliness office security and staff welfare

Major responsibilities
Supporting administrative functions on day to day basis

• Supervises the maintenance at area premises and environment to ensure its cleanliness and repairs at all times.
  
• Ensures timely and proper set-up of meeting/beard rooms and venues for meetings.
  
• Makes sure that kitchen suppliers are available at all times by monitoring their usage and arranging for their replacement timely.
  
• Ensures quality service levels for stall welfare functions and get-togethers
  
• Support and coordinate with the office assistant to ensure staff welfare is taken care of
  Staff Supervision and management
• Ensures that all vehicles guidelines are effectively followed by both internal and outsourced drivers.
  
• Ensures that regional office is clean at all times by effectively supervising the cleaners, motivating them, and instilling a sense of discipline
  
• implements performance management processes and regularly set targets for staff under your supervision and conducts effective staff appraisals.
  
• Trouble shouts administrative issues as they arise and help Regional Manager to raise effective decisions.
  
  

HR Activities support

• Reports to the Human Resource Manager any staff grievances and resolving conflicts as they arise
  
• Ensures that all staff fill in monthly sheets and forward thorn to HR Office on a monthly basis
  
• Assist in matting follow-ups for staff medical cards and coordinate with accredited insurance service providers within the region to ensure staff receive quality service and ensuring that all the relevant information is updated on regular basis with the HR
  
• Keeps track of leave applications and travel through coordination with supervisor and HR Manager

Logistics Activities support

• Manages and coordinates all staff travel arrangements including booking staff accommodation in the region
  
• Integrate movement plans for program Team for effective vehicle allocation at National Office
  
• Manages and coordinates all Regional events

Ensuring Value for money/procurement

• Assist with the procurements of goods/services , ensuring value for money for all services delivered
  
• Plan, monitor, and assist in procurement, and management of regional program activities

Stores keeping

• Issue out equipment, items. Office supplies upon requisition by staff
  
• Place request for supplies whenever required
  
• Maintain a stores ledger of all stock
  
• receive goods as they are delivered
  
• Place payment requests for goods delivered

Reporting

• Regularly ensures that all administrative activities are documented [also by taking adequate minutes during meetings), analyzed and reported.

Qualification, Knowledge, Skills,Attributes and Abilities

• University degree/Pg. Diploma in relevant studies such as: Administration, Business Management, Logistics or Procurement
  
• A minimum of 3 years progressive growth in administrative/program work experience, particularly on donor-funded NG0 projects.
  
• Familiarity with donor project management policies, procedures and requirements, particularly USAID strongly preferred
  
• Demonstrated ability to lead and work in teams of diverse backgrounds and experience
  
• Strong ability to quickly assemble knowledge of program management,
  
• Strong interpersonal skills arid ability to work in teams.
  
• Excellent computer proficiency (Microsoft office packages)

Job application procedure
interested applicants with the required Qualification, Knowledge, Skills‘ Attributes and Abilities should send their applications and CVs(detailing responsibilities carried out in previous positions) to the Human Resource Manager, Wand Education Inc., Bantwana through the following Email wei_recruitment@ug.worlded.org . Indicate clearly on application subject line the position applied for and the location/duty station for easy reference. Only shortlisted candidates will be contacted.

Deadline for applications: May 4, 2018 at 5:00pm