Administration Officer USAID Project Jobs – WEI/Bantwana

Job Title:       Administration
Organisation: WEI/Bantwana
Project Name: USAID
funded BETTER OUTCOMES for Children and Youth in Eastern and Northern Uganda
Reports to: Regional
Manager & Logistics and Procurement
Duty Station: Uganda
About US:
WEI/Bantwana Initiative is a
Non-Governmental Organization that helps families and children orphaned and
made vulnerable by HIV/AIDS to access the comprehensive support and care they
need to grow into healthy adults.
World Education Inc. /Bantwana
(WEI/B) is implementing the five- year USAID funded BETTER OUTCOMES for
Children and Youth in Eastern and Northern Uganda. The goal of the project 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
implemented by a consortium of five partners, namely: WEI/B as the prime
partner; Mercy Corps, Uganda Women’s Efforts 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 of Eastern and Northern Uganda.
Job Summary: The Administration
Officer will provide supervision, coordination and control over general
administrative support and logistical activities of the regional office,
management of the petty cash, payments, office cleanliness, office security and
staff welfare.
Key Duties and Responsibilities: 
Supporting administrative
functions on day to day basis
  • Supervises the maintenance of area premises and
    environment to ensure its cleanliness and repairs at all times.
  • Ensures
    timely and proper set-up of meeting/board 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 staff welfare functions and get-togethers
  • Support
    and coordinate with the office assistant to ensure staff welfare is taken
    care of.
Staff Supervision and
  • 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,
  • Troubleshoot
    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 resolves conflicts
    as they arise
  • Ensures
    that all staff fill in timesheets and forward them to HR Office on a
    monthly basis
  • Assist
    in making 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
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.

Qualifications, Skills and Experience:
  • The
    applicant for the USAID Project Administration Officer job placement must
    hold a University degree/ Pg. Diploma in relevant studies such as: Administration,
    Business Management Logistics or Procurement
  • Three
    years of progressive growth in administrative/program work experience,
    particularly on donor-funded NGO 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 and ability to work in teams.
  • Excellent
    computer proficiency (Microsoft office packages).
How to Apply:
All suitably qualified and
interested candidates who wish to join the World Education Inc. /Bantwana
(WEI/B) are encouraged to apply via E-mail only be sending an updated CV and
cover letter to: Human Resource Manager, World Education Inc Bantwana at
Deadline: 4th May 2018 by 5:00pm
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