Principal Administration and Estates Officer Careers - Civil Aviation Authority (CAA)

Organization: Civil Aviation Authority (CAA)
Duty Station: Kampala, Uganda
Job Ref: CAA/ADV/EXT/02/2017
Reports to: Manager Administration

About CAA:
Civil Aviation Authority (CAA) is a corporate body responsible for the regulation of Civil Aviation in Uganda. It manages Entebbe International Airport and 13 other aerodromes upcountry. CAA carries out its work in conformity with International Civil Aviation Organization (ICAO) Standards and Recommended Practices (SARPS). The Authority now plans to recruit suitably qualified Ugandans of impeccable integrity and commitment to fill the following positions in its establishment.

Job Summary: The Principal Administration and Estates Officer will ensure that CAA estates, land, aerodromes, buildings, residences, motor vehicles, as well as various CAA properties are properly maintained, managed, and protected from misappropriation, encroachment or damage by third parties.

Key Duties and Responsibilities:  
  • Planning and Budgeting:
    • Takes part in strategic and operational planning as well as annual budgetary control.
    • Participates in the planning and management of all land and buildings.
  • Estates Management:
    • Maintains an inventory of company land and premises owned and rented at Entebbe International Airport, CAA Headquarters and throughout the country.
    • Ensures that all ownership documents and certificates for the properties are valid and are in safe custody as approved by CAA.
    • The incumbent visits the Estates regularly to establish their maintenance status and develops a maintenance schedule.
    • Visits the Estates to monitor the conditions of the amenity and ensures that all are functioning properly.
    • Prepares and submits reports on the condition of amenities showing who is responsible for damages.
    • Ensures that tenants and users pay their bills on time to avoid disconnections or leaving unsettled bills on exit from the properties.
    • Ensures that planned maintenance is carried out as per plan.
    • Work closely with the Directorate of Airports & Aviation Security carries out periodic inspections to ensure that accepted standards of cleanliness are maintained for the common areas like the stairs, and the gardens.
    • Acts as Secretary to the Housing Allocation Committee.
    • Work in liaison with the Legal Department ensures that all CAA land is titled, fenced and date of renewals of leases are complied with.
    • Maintains close contact with National and District authorities that deal with land rates and ensures that payment and settlement of dues is maintained up to date.
    • Attends to matters relating to utilities and ensures that payments are up to date.
    • In liaison with Administration ensures that the premises are cleaned in order to maintain high levels of cleanliness in accordance with required standards.
  • Regular and monthly reporting
    • Regularly submits monthly reports on all tenants, status of assets, status of agreements and leases for all properties.
    • Work in liaison with the Legal Department, processes required tenancy agreements for signature by both parties including renewals
  • Coordinating and collaborating with other CAA departments:
    • Work in liaison with the CAA Engineering Department carries out day to day supervision of properties, including coordinating, maintaining and repairing of premises in order to meet customer requirement and improve working conditions.
    • In liaison with Marketing and Commercial Department to ensure that all rentable space in the premises is rented out timely and appropriately
  • Negotiating with property owners and landlords:  Participates in the negotiations with Land Lords for hired premises and ensures that agreements exist and are implemented.
  • Administration Management process:  Ensures prompt provision of administrative services to ensure there is no disruption of operations.
  • Management of equipment:  
    • Makes input into budget proposals for the provision of  photocopiers and duplicating machines
    • Continuously supervises the service providers in order to maintain       optimum uptime of the equipment
  • Management of fixed assets
    • Ensures the physical availability and security of the assets by keeping a register of their locations to ensure accountability and guard against loss.
    • Works closely with the Accounts Department regularly in matters of fixed Asset editions, disposals and security to ensure a correct record is always maintained.
  • Human Resource Management:
    • Supervises staff to ensure that staff deliver results expected.
    • Implements performance management on own direct reports in the Department.
    • Conducts and ensures adequate on the job training for Administration staff.

Qualifications, Skills and Experience:
  • The applicants for the Civil Aviation Authority (CAA) Principal Administration and Estates Officer job opportunity should hold a Masters of Science degree in Civil Engineering or Masters of Science degree in Land Economics or Masters of Science degree in Quantity Surveying or Master of Laws (LLM) obtained from a reputable institution. Applicants with LLM will be required to have a Diploma in legal practice and valid practicing certificates. The rest of the applicants will be required to be full members of the relevant professional associations
  • A minimum of eight years of relevant work experience in a reputable organization, 4 of which should have been in Estates Management or Land Management with strong ability to work with land management/controlling authorities at all levels of government.
  • Excellent people relations and interpersonal skills.          
  • Proficiency in the Microsoft Office Suite.
  • The incumbent must be a person with a strong will, able to stand for and defend high ideas and with impeccable integrity.
  • Should be target oriented in performance of duties.
  • Age: Between 35 to 45 years

How to Apply:
All suitably qualified and interested candidates who desire to join the aviation industry should send their hand-written applications with detailed CV and copies of academic certificates plus transcripts with the Job reference number clearly marked at the top left hand corner of the envelope should be sent to the address below. Please indicate your (day time) phone contact.  

The Director, Human Resource and Administration,
Civil Aviation Authority (Head Office),
P.O. BOX 5536, Kampala, Uganda.

Deadline: 24th July 2017 by 5:00 PM

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