Summary
Date Posted: Thursday, March 18, 2021 , Base Salary: Not Disclosed

JOB DETAILS:
Position: Administration Officer
Duty Station: Kampala
Objective: Responsible for General Office Management
Supervisor: Direct reporting line to the Finance and Administration Officer .

Main Tasks
Administration
• Maintains a good archiving system for files (soft and hard) as well as maintaining the records
• Supports the FAO in ensuring that monthly time allocation sheets are duly filled by staff and filed
• Supports in coordinating onboarding activities for new staff as well as exit for departing staff
• Supports the FAO in facilitating and advising staff on the medical insurance
• Support in Office management and ensuring necessary supplies for the office and stock keeping of the supplies and safe custody
• Acts as the focal point for receiving all visitors and guests, ensure they are briefed and attended to in a professional manner
• Ensures maintenance for the office and supervises office support staffs (office assistant/compund cleaners)
• Support in updating the Asset Register and ensure proper filling of asset documents
• Working closely with the FAO proactively ensure staff safety
• Prepare ID cards and in charge of custody and issuance of WUSC visibility items to the staff
• Takes minutes of the team meetings and keep records of the official communications
• Ensures all expenses are authorized and approved in line with the Authorization Matrix
• Any other duties assigned by the supervisor from time to time
Finance
• Manages the day-to-day financial and administrative operations and office support systems
• Responsible for the petty cash Management and handle work advances including bookkeeping
• Supports in preparing the Monthly Financial Report (MFR)
• Support FAO in scanning documents on monthly basis
• Supports program staff in payments in the during activity implementation
• Conduct daily and weekly cash count protocols with the Finance and Admin Officer
• Support the FAO in Ensuring that all documents are complete with the appropriate supporting documents, reviewed and approved before processing for payment.
• Ensure that all Petty Cash payments are made on time
• Support and contribute to Organizational Audits both Internal and External.

Qualification Required
• The Administration Officer should possess a university degree in Finance, Business Administration, or related field
• At least 3 years of relevant experience with good understanding of donor and INGO procedures
• Strong organizational skills
• Computer literate with hands on MS Office programs
• A demonstrated ability to multi-task and process information into action as to not delay program activities
• Should have a clear understanding of finance ethics and donor compliance
• Fluency in English (written and spoken)

Job Skills : Not Specified

Work Hours: 8

Experience in Months: 36

Level of Education: Bachelor Degree

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Job application procedure
To apply for this position, Submit a cover letter and not more than two (2) pages of your CV to: infoug@wusc.ca  not later than 12:00PM Monday 22 March 2021.

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