Administrative and Liaison Officer Jobs – Church World Service

 

Job Title:    Administrative and Liaison
Officer

Organisation: Church World Service

Duty Station:  Kampala,
Uganda

 

About US:

 Church World Service was founded
in 1946 and is a cooperative ministry of 37 Christian denominations and
communions, providing sustainable self-help, development, disaster relief, and
refugee assistance around the world.

 

Job Summary:  The Administrative
and Liaison Officer is responsible for managing and implementing the
administrative, financial, compliance, external relations and liaison functions
of the CWS branch office in Kampala Uganda and to support USRAP activities in
Uganda. The position will coordinate office operations and procedures to ensure
organizational effectiveness, efficiency and safety. This position ensures that
CWS is strategically positioned in Uganda, and is responsive to programmatic
priorities and compliant with statutory requirements. The incumbent for this
position is required to take initiative, work independently and with minimal
supervision, have a broad knowledge of CWS and RSC Africa, and ensure
efficiency of CWS operations in Uganda.

 

This position directly reports to the Management and Training Coordinator
based in Nairobi, Kenya and works closely with RDP’s Finance Coordinator.

 

Key Duties and Responsibilities:  

Administrative functions:

·       
Manages
and operates the CWS branch office in Kampala Uganda and ensure effective and
efficient running of office operations.

·       
Organizes
and ensures that overall administrative functions (office management,
logistics, property, and procurement) of the CWS branch office in Kampala are
professional, effective and efficient.

·       
Negotiates
contracts and service agreements with vendors and contractors and maintains
good working relationship with external actors, vendors, contractors and other
stakeholders.

·       
Maintains
a filing system for the administrative documents of the CWS branch office in
Kampala that facilitates easy retrieval of the documents.

·       
Maintains
schedule of CWS property and ensure that adequate security is in place against
theft or damage.

·       
Maintains
a thorough working knowledge of the USRAP, keeps an up-to-date knowledge of the
current and planned circuit rides and deployments to Uganda, and provides
logistical and other support to CWS missions, circuit rides and deployments to
Uganda.

·       
In
coordination with the Nairobi-based Management and Training Coordinator and the
Procurement Department, participates in purchasing and procurement functions
for CWS Uganda, and liaises with suppliers to procure quality, cost effective
and timely supplies, equipment and services.

·       
Performs
quarterly stock-take of inventory and prepares and submits a report on
variances.

·       
Provides
recommendation on replacement/purchase of new equipment as required.

·       
Reviews
monthly invoices for local service providers and ensures correct rates are
being charged and also identifies local versus regional expenses.

·       
Ensures
adequate insurance coverage in compliance with the laws of Uganda and in
conjunction with the Nairobi-based Administration Coordinator and the Deputy
Director for Administration.

·       
Arrange
ground transportation for CWS visitors, including BPRM VIPs, as needed.

Finance and accounting functions:

·       
Prepares
all financial records, reports and statements for CWS Uganda and submits them
to Nairobi in a timely manner.

·       
Assists
in the preparation and revision of the annual budget for the Uganda CWS
operations.

·       
Develops
methodologies to ensure quality control and maintenance of supporting
documentation of all financial transactions in accordance with the Finance
policy and procedure manual.

·       
Monitors
monthly expenses and submits monthly cash projections for the Uganda operation
to Nairobi so as to maintain sufficient funds for CWS operations in Uganda.

·       
Coordinates
with the Nairobi-based Finance Coordinator as needed to prepare for annual
external audit, organizes relevant documents and reports for the annual audit,
responds to auditors’ queries and supports the audit process as requested.

·       
Ensures
monthly bank reconciliations are done on time and accurately.

·       
Manages
the petty cash, maintains and updates the petty cash records and requests for
petty cash replenishment as needed to ensure smooth running of the branch
office and field operations.

Compliance:

·       
Ensures
all administrative functions for the CWS Uganda operations are compliant with
the existing administration SOPs, other policies and guidance.

·       
Ensures
that CWS Uganda is in compliance with the NGO Act, the Uganda labour laws and
other government policies and regulations.

·       
Ensures
all statutory remittances and reports are filed with the relevant authorities
in a timely manner.

·       
Puts in
place systems and mechanisms to ensure compliance with CWS policies, procedures
guidelines, and monitors compliance and adherence to the SOPs.

Representation, External Relations and Liaison

·       
Maintains
regular communication with the Senior Management Team based in Nairobi, Kenya.

·       
Maintains
collaborative and productive working relationships with partners, the
government of Uganda and other stakeholders.

·       
Acts as
the liaison between CWS and the government of Uganda.

·       
Conducts
periodic in-country and regional work travels to maintain strong relations with
partners and other stakeholders.

·       
Represents
CWS in the community and acts as point of contact for community stakeholders.

General:

·       
Understand
and remains updated on government policy changes, the security situation and
the general operational environment which affect or impact the CWS operations
in Uganda

·       
Provides
support to the CWS management and operations as requested

·       
Performs
any other duties which may be assigned.

 


Qualifications, Skills and Experience:

·       
The applicant
must hold a Bachelor’s degree in Business Administration or related field; or
five (5) years of paid work experience in lieu of a Bachelor’s Degree is
required

·       
Master’s
degree in a related field of study is preferred.

·       
Five
years of related work experience with increasing responsibilities is required.

·       
Two
years’ experience in the INGO sector and particularly with humanitarian
organizations providing services to refugees is preferred.

·       
Experience
ensuring compliance with government-funded and/or US government funded projects
is preferred.

·       
Basic
accounting knowledge and experience is required.

·       
Knowledge
of financial management, banking, auditing and internal controls methodologies.

·       
Excellent
skills in MS Word, Excel, Access and experienced with accounting software
systems.

·       
Demonstrated
written and verbal English skills;

·       
Committed
to and conform with the organization’s mission.

 

How to Apply:

All candidates should apply online at the link below.

 

Click
Here

 

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