Summary
Date Posted: Monday, September 04 2023, Base Salary: Not Disclosed

JOB DETAILS:

Main Purpose of the Job:
To take charge of the day today office administrative operations at TAF (AIC) HQs / regional offices, and provide technical guidance and support to the supervised staff on all administrative issues.

Key Outputs
• Departmental periodic plans and budgets developed
• TAF (AIC) inventory and assets managed
• Security of TAF (AIC) Headquarters’ and region offices premises ensured
• Health and safety at work place promoted
• Office management and logistical support provided
• Effective utility management ensured
• Effective and uninterrupted communication channels within staff and partners facilitated
• TAF (AIC) fleet management supervised and systems supported
• Administrative staff and service providers supervised
• Contracts and estates managed
• Renovations and office accommodation logistics carried out

Key Duties and Responsibilities
• Develop an annual work plan and budget for Administration
• Review and reconcile budgets of Headquarter departments to ensure that all administrative issues are taken care of before presentation to Finance
• Develop an annual Administration Procurement plan
• Engraving assets and ensure that they are in good mechanical and usable conditions
• Insure all assets under electronic the electronic equipment policy, money /cash and all TAF (AIC) buildings
• Follow up on loss and replacement and compensation of assets
• Asset verification of assets and inventory and maintain an updated Assets Register
• Allocate office space and assets to staff and provide office requirements to staff
• Review and negotiate for all tenancy agreement renewals and ensure that all rents and rates are paid
• Act as a liaison between property managers and management
• Update and draft of MOUs and tenancy agreements for all TAF (AIC) buildings which are tenantable
• Ensure that all leases and title of TAF (AIC) buildings ownership is in order
• Oversee the security, maintenance and repairs of all the equipment and premises of
• TAF (AIC) HQs
• Ensure a clean and conducive working environment for all staff in line with the Occupational Health and Safety Guidelines
• Coordinate purchase of office supplies and ensure that they are procured in time
• Process timely payments for suppliers for items under administration
• Reconcile and process payments for Uganda Telecom, Airtel, Africell on a monthly basis and ensure that there are functional photocopying services at all time
• Reconcile and process monthly utility payments
• Supervise, coach and mentor staff under his/her direct supervision
• Carry out staff development needs assessment and set performance expectations, support, manage, supervise staff and evaluate their performance annually in line with the performance management guidelines annually.
• Provide general supervision of fleet, recommend fleet for grounding, follow up on timely repairs and service of vehicles
• Follow up on contracts for fuel service providers and ensure that all tenancy/service contracts under Administration are up to date.
• Review monthly fleet management report and make global fleet analysis reports for management decisions
• Coordinate minor renovations at TAF (AIC) premises

PERSON SPECIFICATION: Senior Administrative Officer
Minimum Academic Qualifications
• Bachelors in Social Sciences, SWASA, Public Administration and Development Studies.

Additional Training
• Training in Public Administration OR Management studies,
• Finance for Non-Finance Managers,
• Assets Management
• Contracts Management

Required Experience and Skills
• Five (5) years of administration work at a supervisory level



Work Hours: 8

Experience in Months: 60

Level of Education: Bachelor Degree

Job application procedure

Send your soft copy application via email to: recruitment@aicug.org  stating your salary expectation and start date.
Combine all your application documents i.e, cover letter, CV & certified copies of academic documents into one PDF document.
Deadline for application is 15th September, 2023, 5:00pm.
Only shortlisted candidates will be contacted for interview.
Only online applications submitted via email will be accepted. Consider your application unsuccessful if not contacted within five (5) weeks after the closing date of the advert.
AIC is an equal opportunity employer committed to having a diverse work force and does not ask for money at any stage of recruitment.


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