World Vision Jobs in Uganda Job Openings in Uganda
World Vision Jobs in Uganda Administration and Facilities Officer Job Openings in UgandaAdministration and Facilities OfficerReference:
Africa - Uganda Town/City KampalaCategory:
Administrative Services Type:
Fixed term, Full-time
[International Role No: - Only National applicants will be considered.Duration:
2+ Years APPLY FOR THIS JOBJob descriptionPosition:
Administration and Facilities OfficerReport to:
Administration and Logistics ManagerLocation:
National Office, KampalaPurpose of positionTo provide administrative services to all WVU functions and maintain a conducive working environment within Administration guidelines
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 departmental and proposing mitigate 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 administration staff i.e. Receptionists/Admin Assistants, Office Assistants, Courier
Conducting periodic appraisals and providing coaching for performance of administration staff
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 routine service of office assets through and effective and efficient manner
Maintain adequate stock of break tea and cleaning supplies and materials
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
Management of the telecommunication system- landlines, faxes
Manage the staff mobile airtime benefit and SLT black berries- subscription, up to date airtime loading, payment of service providers
Management of asset database in sun system and asset register for National office by ensuring all relevant information relating to each asset is entered into the database and is up to date
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)
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.
- See more at: https://careers.wvi.org/jobs/uganda/administrative-services/administration-and-facilities-officer/6965#sthash.dYMU6wSB.dpuf
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