Senior Administration Officer Non-profit Jobs – World Vision International

Job Title:        Senior
Administration Officer
Organisation: World
Vision International
Duty Station: Kampala,
Reports to:
Supply Chain and Administration Manager
About US:
World Vision Uganda
is a Christian Relief, Development and Advocacy Non-Government Organization
dedicated to working with children, families and communities to overcome
poverty and injustice. We currently work in over 41 districts in Uganda. World
Vision is committed to the protection of children and we will not employ people
whose background is not suitable for working with children. All employment is
conditioned upon the successful completion of all applicable background checks,
including criminal record checks where possible. “Our Vision for every child,
Life in all its fullness. Our prayer for every Heart, the will to make it so.”
Job Summary:    The Senior Administration Officer will
provide administrative services to all WVU functions and maintain a conducive
working environment within Administration guidelines.
Key Duties and Responsibilities: 
Planning and
  • Tasked with 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 department and proposing mitigation
    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 of administration staff i.e.
    Receptionists/Admin Assistants, Office Assistants, Courier
  • Conducting periodic appraisals and providing coaching for
    performance of administration staff
  • Ensuring monthly LDRs are filled by team members before 5th of every
  • Tracking staff Leave and encouraging team members to take leave to
    conform to set standards
  • Identifying development and training areas of staff in the
Office Premises
  • 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 supervision on routine service of office assets through and
    effective and efficient manner
Communication and
  • 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
  • Represent the organization in dealing with service providers
  • Ensure timely management of staff mobile airtime benefit and SLT
    black berries- subscription, up to date airtime loading, payment of
    service providers etc
  • Have an up to date information on WVU Administration operations
    disseminated to the team for clear guidance
Asset Management
  • Ensure a comprehensive and updated Asset Register is maintained in
    SUN System for WVU
  • Ensure Field offices maintain Asset registers and submit monthly to
    National Office for updating the main register in case of moving hands
  • 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
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
  • Conducting periodic safety awareness training (fire fighting and
    first aid)
  • Management of security service provider (guards)
  • Working closely with Security Manager on security guidelines for the
    premises and assets

Qualifications, Skills and Experience:
  • The ideal candidate for the World Vision Senior Administration
    Officer job opportunity must hold a 
    Bachelor’s degree in Business Administration/Secretarial or its
    equivalent from a recognized university.
  • A minimum of five years of 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.
How to Apply:
All suitably
qualified candidates are encouraged to apply online by visiting World Vision
International’s e-recruitment jobs portal at the web link below.
Please follow
instructions on How to Create Account and Profile at World Vision’s
e-recruitment portal.  Qualified female candidates are particularly
encouraged to apply.
Deadline: 8th July 2018
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