Administration & Procurement Officer Job Careers – Future Options Consulting Ltd

Organisation: Future
Options Consulting Ltd
Duty Station: Kampala,
Uganda
About US:
Future Options
Consulting Ltd is an online recruitment services which now seeks to recruit on
behalf of its valued Client in the Banking and Finance Industry.
Job Summary:   The Administration
& Procurement Officer will manage the procurement process covering goods
and services and ensure appropriate utilities are provided cost effectively,
based on approved budgets. The job includes quality assurance and management of
insurance cover, as well as storage of goods pending allocation to users. The
incumbent will support the Bank with office administration activities including
but not limited to management of office keys, fleet (fuel management, mileage),
premises, vehicles and equipment repairs and maintenance, stores management,
process suppliers payments and manage petty cash. The Administration &
Procurement Officer will act as a liaison with service providers. The jobholder
works closely with legal department on service contracts.
Key Duties and Responsibilities: 
·        
Quality
of procurement and issuing services.
·        
Quality
of maintenance services.
·        
Ensure
flawless administration support to business units
·        
Compliance
to administration and procurement policies and procedures.
·        
Quality
of administrative support to the department of Administration.
·        
Quality
administration of payments and accounting of supplier invoices
·        
Quality
management of petty cash
·        
Adequacy
of personal competence to effectively perform assigned tasks.
·        
Consistency
in adherence to and application of established policies, process and tools to
achieve optimal efficiency, compliance and cost containment
Key Result Areas: 
·        
Property
Management general maintenance and repairs
·        
Stationery
management and control
·        
Development
and appraisal of SLA’s
·        
Motor
vehicle management and control
·        
Stores
management and control
·        
Ensure
all bank properties are adequately insured
·        
Management
and supervision of Support staff
·        
Support
the Administration section of the bank through managing office correspondence,
documents and appointments.
·        
Manage
incoming correspondence such as letters and other documents and telephone
calls.
·        
Draft
and send out correspondence.
·        
Ensure
all communication, both internal and external is dealt with efficiently and
tactfully.
·        
File
documents as required.
·        
Control
of the Post office box (regular collection of mail & parcels)
·        
Ensure
the bank has the necessary administrative support.
·        
Manage
supplier payments.
·        
Validate
supplier invoices upon receipt by confirming receipt of goods or services
according to LPO’s aor contracts.
·        
Confirm
or coordinate payment authorizations as per financial controls.
·        
Deduct
w/tax and w/hold VAT as appropriate and forward for counter checking and
approval. Approval is after satisfactory evaluation
·        
Prepare
cheques, carefully hologram and present for counter checking and signature to
supervisor (2 signatures).
·        
Call
suppliers for their cheques and issue them.
·        
Process
accounting of supplier invoices and maintain payment records
·        
Prepare
accounting journal entries to ensure appropriate accounts are debited and
credited as per chart of accounts and relevant accounting policies.
·        
Post the
original journal and record cheque in the register.
·        
File
paid documents
·        
Manage
petty cash by controlling payments and maintaining reconciliation records.

Qualifications, Skills and Experience: 
·        
The
applicant must hold a University degree, preferably in Procurement &
Logistics management
·        
Professional
Certificate in procurement and/or logistics management would be an added
advantage.
·        
Three years
of experience in central logistics management in a medium to large
organization.
·        
Three years
of experience in office administration in a medium to large organization.
·        
Practical
experience in use of relevant MS Office applications.
·        
Basic
Accounting
·        
Office
administration certificates would be added advantage
·        
Leadership
to nurture and sustain employee satisfaction, and to manage team’s tactical
changes.
·        
Performance
Management to optimise own and team’s productivity
·        
Organisation
development to effectively structure the unit for optimal performance
·        
Technical
skills to effectively perform and/or guide performance of Administration
activities/tasks in a manner that consistently achieves high quality standards
or benchmarks.
·        
Interpersonal
skills to effectively communicate with and manage customer expectations
(internal and external), and other stakeholders who impact performance.
·        
Knowledge
and experience in modern administration practices to initiate and implement
tactical changes to support business performance.
·        
Knowledge
and effective application of all relevant banking policies, processes,
procedures and guidelines to consistently achieve required compliance standards
or benchmarks.
·        
Self-empowerment
to enable development of open communication, teamwork and trust that are needed
to support a performance and customer-service oriented culture.
How to Apply:
All interested
candidates are invited to send their applications enclosing curriculum vitae,
copies of academic and professional certificates along with the names and
contacts of three referees. Applications should be sent by post, courier, hand
delivery or e-mail to the address given below; The Director, Executive
Recruitment, Future Options Consulting Ltd, 4th Floor, DTB Centre, Kampala
Road, P.O. Box: 34934, Kampala, Uganda. Phone: +256-414-231204/206, Email:
hr@futureoptionsug.com
Deadline: 18th October 2018
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