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Showing posts with label Administration Jobs in Uganda. Show all posts
Showing posts with label Administration Jobs in Uganda. Show all posts

Fresher Embassy Admin Jobs - Consular Assistant - British High Commission (BHC)

Job Title:       Consular Assistant
Organization: British High Commission (BHC)
Duty Station: Kampala, Uganda
Office Notice No.: 07/18 KPL
Starting Monthly Salary: UGX 3,095,816 gross
Reports to: Head of Corporate Services

About US:
The British High Commission is the diplomatic liaison office that aims to develop and maintain close bilateral relations with Uganda, in accordance with British government policies. The British High Commission is responsible for the political relationship between the UK and Uganda, and we provide advice and guidance on political and governance issues. BHC provides assistance and documentary services to British nationals in Uganda. The UK Trade and Investment Section provides assistance to both British and Ugandan businesses.

Job Summary:  The Consular Assistant will mainly provide a high quality and efficient consular service to British nationals in Uganda in line with the standards set out in our publication "Support for British Nationals Abroad: A Guide” and Consular Strategy.

Key Duties and Responsibilities:   The Consular Assistant you will be responsible for providing consular assistance in Uganda. The jobholder will occasionally have to manage challenging but rewarding consular cases. They will help customers through some of the most difficult experiences of their lives. This may include: visiting people who have been arrested, are in prison or hospitalised; visiting mortuaries; supporting bereaved families and victims of crime, victims of sexual assault and dealing with cases involving child abduction.  The successful candidate will also work closely with colleagues across the Sub-Saharan Africa network and in the UK in order to ensure excellent delivery and consistency of services. The candidate must be able and willing to engage on these difficult issues:
  • Checking and processing applications for Emergency Travel Documents.
  • Liaising with partners including local authorities, British companies, the tourism industry, airlines, wardens, NGOs, other diplomatic missions etc.
  • Delivering outreach activities which support our Consular Strategy objectives.
  • Contributing to crisis planning and response in Uganda.
  • Managing information, completing returns and other administrative tasks.
  • The successful candidate must be prepared to work out of hours if required (see below on time of in lieu/overtime).

Qualifications, Skills and Experience: 
  • The ideal candidate for the British High Commission (BHC) Consular Assistant job should have experience working in a British or international environment;
  • Excellent communication skills and be able to deal with distressing situations in a sensitive manner and with empathy.
  • Excellent all-round communication skills to manage customer expectations and deliver difficult messages;
  • Excellent customer service skills - ability to respond to a range of customer needs and cultivate strong relationships with customers and stakeholders.
  • Calmness under pressure;
  • Ability to research and follow guidelines, and to plan and prioritise effectively;
  • Ability to work well with others - to build and maintain relationships with customers and stakeholders;
  • Strong problem solving skills using own judgement;
  • Ability to respond quickly to changing priorities, sometimes in pressurised environments;
  • Prepared to react positively to change and ready to try new ways of working;
  • Excellent IT and numeracy skills, a good knowledge of Microsoft Excel, Word and Outlook is essential;
  • Fluent in English (if non-native English speaker then IELTS band 7 or TOEIC 875 points or above or equivalent).
  • Competencies: Making Effective Decisions, Leading and Communicating, Collaborating and Partnering, Managing a Quality Service

How to Apply:
All suitably qualified and interested candidates who wish to join the British High Commission in the aforementioned capacity should apply by clicking on the link below.

Deadline: 31st December 2018

For more of the latest jobs, please visit http://www.theugandanjobline.com or find us on our facebook page https://www.facebook.com/UgandanJobline

Administrative Assistant Job Careers - People Performance Group (PPG)

Job Title:       Administrative Assistant
Organization: People Performance Group (PPG)
Duty Station: Kampala, Uganda

About US:
People Performance Group (PPG) is a human resource company based in Uganda. We pride our self in providing “Professional Client Centered HR Solutions” tailored to our client’s demands and needs. Our mission to ensure our clients have the right people, in the right roles at the right time, to achieve results. Our client a worldwide leader in providing secured identification, security, traceability, and authentication solutions and services. The company offers security ink solutions for security applications, such as banknotes, official identity documents (passports, identity cards, birth certificates, etc.), postage stamps, tax banderoles, security labels, and product markings.

Job Summary:  The Administrative Assistant will provide administrative support to the General Manager and his management team. The incumbent will provide office and administrative coordination.

Key Duties and Responsibilities: 
  • Coordination of the office infrastructure, working space, office layout, etc.
  • Coordinate with General Manager, Finance Manager specific needs for new employees.
  • Administrative support to Management; organize travel, meeting, visits, maintain agenda, update finalize PowerPoint presentation, word documents, credit cards monthly statements, cash expense reports.
  • Gather monthly activity report and prepare consolidated report for reporting to GM.
  • Ensure follow-up of action items decided during Managements meetings.
  • Manage inventory of office small furniture/consumables, purchase requests etc.
  • Reception, support for mail, visitors, employees request.
  • Coordination of facility related activities.

Qualifications, Skills and Experience: 
  • The applicant must hold a degree or Post graduate degree in Business Administration/ office management or secretarial studies
  • At least three years of experience in a similar position.
  • Fluent in English.
  • Good knowledge or Microsoft office (Work, Excel, Outlook, etc.).

How to Apply:
All candidates are encouraged to send their updated CVs and cover letters with 3 work related referees to the address or e-mail below. Plot 8 Kitante Close P.O. Box 12405, Kampala Email: application@ppg.co.ug

Deadline: 23rd December 2018

For more of the latest jobs, please visit http://www.theugandanjobline.com or find us on our facebook page https://www.facebook.com/UgandanJobline

Finance Secretary Job Opportunity - National Curriculum Development Centre (NCDC)

Job Title:     Finance Secretary
Organisation: National Curriculum Development Centre (NCDC)
Duty Station: Kampala, Uganda
Reports to: Director

About US:
National Curriculum Development Centre is a corporate body under the Ministry of Education and Sports. It is responsible for inter-alliance development of curricula and related materials for various level of education (i.e. Pre-Primary, Primary, Secondary and Tertiary), organising capacity building courses for stakeholders on curricula and matters related to curriculum development.

Job Summary:  The Finance Secretary will provide leadership and technical support to the Management team on proper financial management and accountability for the financial resources of the Centre in accordance with the Financial Regulations & Guidelines of the Centre and laws of Uganda.

Key Duties and Responsibilities: 
  • Responsible for compiling the annual estimate of revenue and expenditure of the Centre upon receipt of submissions from the Departments.
  • The Finance Secretary will also maintain the budgetary control of the Centre by ensuring that funds are spent in accordance with the approved budget and establishment.
  • Ensure that all accounts and stores are properly maintained and that no unauthorised or over payments are made.
  • Prepare and produce quarterly budget account showing the expenditure for that period so that appropriate action can be taken especially where additional funds are required.
  • Prepare and produce final accounts and other periodic accounts of the Centre as per the Public Finance Management Act.
  • Ensure that all stores are properly received and issued with accordance to the laid down procedures.
  • Keep books of all income and expenditure and proper records in conformity with the acceptable standards.
  • Coordinating the external Audit process.
  • Assist in resource mobilisation for the Centre.
  • Perform any other duty assigned by the supervisor.

Key Result Areas:
  • Periodic accounts (6 months and 9 months) and annual final accounts prepared and submitted to the Accountant General & Auditor General respectively.
  • Revenue collected and banked.
  • Financial accounting documents securely stored and maintained.
  • Annual budget estimates prepared and approved by the Council.
  • Quarterly Budget Performance Report prepared and submitted to Council.

Qualifications, Skills and Experience: 
  • The applicant must hold a Master’s Degree in either Accounting and Finance or Business Administration (Accounting/Finance option) from a recognised awarding institution or University.
  • Must possess an Honours Bachelor's degree in either Commerce (Accounting or Finance option) or Business Administration (Accounting and Finance option) or relevant quantitative discipline from a recognised Institution or University.
  • Possess full professional Accounting qualifications such as ACCA, CPA, CIMA, CA or any other internationally recognised Accounting qualification.
  • Must be a member of a recognised professional Accounting body and registered with ICPA (U).
  • A minimum of ten (10) years' working experience in accounting preferably in a public institution, three (3) of which must have been gained at Senior Accountant level.
  • Broad knowledge of the current public accounting systems and practices.
  • Excellent interpersonal and public relations skills.
  • Ability to train and motivate lower staff.
  • Proficiency in computer packages.
  • Age: Between 35 and 50 years

How to Apply:
All candidates are encouraged to send their applications with six (6) copies of: the application letter indicating three (3) referees, a detailed CV, photocopies of certificates and academic transcripts and submitted to: The Secretary, NCDC Governing Council, P.O. Box 7002, Kampala. Uganda.

Deadline: 24th December 2018

For more of the latest jobs, please visit http://www.theugandanjobline.com or find us on our facebook page https://www.facebook.com/UgandanJobline

Fresher Administration Officer Job Opportunities - Continental Forest Limited

Organisation: Continental Forest Limited
Duty Station:  Uganda

About US:
Continental Forest Limited is a Management Agent of Global-Woods AG licenced by the government of Uganda to establish and manage a large-scale commercial forest in Kikonda Central Forest Reserve in Nsambya Sub-county Kyankwanzi district.

Job Summary:  The Administration Officer will mainly enable the departmental Team deliver integrated, customer focused services.

Key Duties and Responsibilities: 
  • Tasked with the supervision of loading and transport and processing and follow-up of payments
  • Managing sales accounting information and stock
  • Managing sales income and expenditure & monitoring sales contracts,
  • Monitoring and enforcement of Health and Safety Standards in the unit.

Qualifications, Skills and Experience: 
  • The ideal candidate must hold a Diploma in Business Administration or any other related field
  • A minimum of two years of experience
  • Excellent written and communication skills.

How to Apply:
All candidates are encouraged to send their application letters with detailed Curriculum Vitae to: work@continentalforests.com  by email (Do not send scanned certificates) or to P.O. Box 32, Kiboga.

NB: Female candidates are encouraged to apply and only short listed candidates shall be contacted.

Deadline: Friday, 21st December 2018 by 5:00 PM

For more of the latest jobs, please visit http://www.theugandanjobline.com or find us on our facebook page https://www.facebook.com/UgandanJobline

Operations Director Non-profit Careers - CARE International

Job Title:             Operations Director
Organization: CARE International
Duty Station:  Kampala, Uganda
About US:
CARE International is a leading global development and humanitarian organization. In 2014, CARE worked in 90 countries around the world, supporting 880 poverty-fighting development and humanitarian aid projects, reaching more than 72 million people. CARE International in Uganda (CARE) works with others to make a sustainable improvement in the lives of the very poor, with a focus on women and girls. Our current program focusses on women and girls’ economic rights, particularly financial inclusion and governance of natural resources women and girls depend upon, and on their sexual and reproductive health rights, including a life free of violence. Our programming is guided by our core values of excellence, accountability, respect, integrity and transparency.

Job Summary: The Operations Director provides leadership and direction for all Country Office (CO) programme support functions under Administration (Inventory and Assets Management, Transport and fleet management, Procurement, Logistics, ICT, Safety and Security, travel management, visitors' management, office management), Finance (Grants and Contracts including the financial side of award and sub award management, Accounting and Financial System Operations Management and CO Data Processing) and Compliance and Risk management, including legal services. The OPD will lead the Administration and Finance Departments with the ultimate objective of rebuilding CARE Uganda operational capacity to support a major scale-up effort in response to the South Sudanese Refugee crisis. In so doing, the OPD will ensre the program support services are provided in a manner that reflects CARE's core values, builds capacity of staff and partners and a focus on customer satisfaction.  The OPD will ensure stronger collaboration between Program (both long term and humanitarian) and Program Support. The OPD is a member of the SMT and reports to the Country Director. 
The position requires advanced management skills, excellent team building and people coaching skills, extensive experience and in-depth understanding of administrative support processes and compliance requirements. Furthermore, the successful candidate must demonstrate an understanding of CARE's programmatic needs and concerns for ensuring effective administrative and financial support, as well as strict commitment and adherence to CARE's core values and promotion of Gender Equity and Diversity (GED).

Key Duties and Responsibilities: 
Enhance performance and efficiency of administrative functions:
The OPD is responsible for effective, efficient and compliant administrative support services in procurement, inventory & assets management, transport & fleet management, Safety and Security, property including CO office spaces and residences management, Safety and Security, IT, housing, maintenance and security, travel, visitors' management,.  An essential role is to ensure application of relevant policies at all levels while simultaneously ensuring cost effectiveness of operations.
·         Ensure all Administrative core functions are implemented in compliance with CARE's and relevant donor policies at Head Quarters and all field locations, with particular attention to CARE's West Nile humanitarian area of operations; Analyze existing systems, structures and competencies and recommend adjustments to increase overall operational capacity of the Country Office;
·         Conduct an analysis of existing ways of working with the objective to improve cost-effectiveness and efficiency.  Identify both cost-saving measures as well as areas for investment and facilitate the institution of a "cost conscious" and customer satisfaction orientation to service delivery.
·         Ensure all Administrative reporting requirements are met in a timely manner and with required quality (e.g. monthly procurement spot checks, monthly procurement status reports, procurement plans inventory and assets management reports, risk register, monthly security reports, regular updates of Safety and Security Management Plan with focus on West Nile SOP, communication tree, vendor management and reporting, etc);
·         Staff & partners' training and capacity building in Administrative functions. There is an urgent need to provide capacity building support and training to staff at all levels, at HQ and in field locations, particularly in West Nile.  A Functional Review was conducted between July and November 2016 and led to a restructuring of the Administration Function with new staff in restructured roles. The OPD is expected to support capacity building of staff, new and restructured, in their respective roles and responsibilities while strengthening team cohesion, particularly between Administrative HQ and field based staff. See also responsibility 3.
·         In the light of rising tensions in Uganda and particularly in West Nile that is hosting over 1 million refugees, special attention will be dedicated to enhancing staff safety and security through frequent review of relevant protocols, staff training informed by ongoing analysis.
·         Particular attention will also need to be dedicated to enhancing the performance of the IT function so that it can support the growing needs of the country office in terms of general connectivity and "smart" solutions to printing, scanning, photocopying, data storage and archiving, data and documents safety, etc; 
Financial Management: The OPD provides strategic leadership over the CO Finance function on the one hand through supervision of the Finance Director while ensuring finance support in the field, and particularly in West Nile humanitarian area of operations is enhanced.  S/he supports the Finance Director to ensure the financial system is being effectively used by CO staff. S/He ensures efficient process flows and controls over finance and accounting functions are adequate, at field and sub & field office levels. S/he oversees and provides support and guidance to the Finance Director to improve the Finance Department performance in the following areas: 
PeopleSoft operations, workflows, roles and user management;
·         Accounts Payable, Treasury and Cash functions: These are critical functions to maintain our operational capacity at all times but is of particular importance in the emergency scale up project area.
·         General Ledger, Accounts Receivable and other modules: accountable for timely and accurate journal entries (e.g. payroll, allocation, etc.), for proper recording of cash receipts, and for adequate use of all modules (e.g. procurement, asset management, etc.), reducing the risk of errors in donor reporting and disallowed costs.
·         Data processing and period closing functions: accountable for ensuring that the period closing processes defined for Business Units (BUs) are performed timely and adequately; accountable for the preparation and submission of complete, reliable and timely financial reports to CO managers and donors, local entities and other partners as relevant; ensures that reports prepared by SSC  are completed and submitted timely; supervises the quality and integrity of financial data.
·         Budgeting and Forecasting functions: ensures all budgets (e.g. restricted and unrestricted, SPC budget, Sub and Field offices budgets, etc.) cover costs of the organization and of doing business (field and sub office costs, SPC, planned activities, etc) to strengthen CO financial health.
·         Improved interface between Administration and Finance leading to reduced delays in payments of vendors;
·         Accountable for adherence to all financial aspects of the Award and Sub Award management policies, particularly with new donors for the CO humanitarian response like ECHO.  Supports program and humanitarian teams to ensure costs are managed properly within the approved budgets and donors’ financial management guidelines.
·         Ensures Grants Tracking Sheet, PeopleSoft Chart of Account are updated as often as needed (grants closure, new grant);
·         Ensures financial performance of grants and sub grants is tracked, jointly with Program Team and reports risks to SMT;
Ps structures and staff coaching and development;
The OPD has the responsibility to supervise, coach and appraise a multi-disciplinary team of administration and finance, responsible for supporting a broad range of programs, including a large humanitarian scale up. In the coming FY, we expect an expansion of the CO portfolio, therefore the OPD will play a key role in ensuring that the PS team can be developed in both individual skills, but also in PS team numbers and structure to support the additional demands and changing needs of programme implementation and particularly the specific demands of a large scale humanitarian program. In order to maximises programme impact and address some of the current operational weaknesses in the CO, the OPD will have three capacity building priorities:
·         S/he will be responsible to ensure that all staff under his/her supervision are fully versed in the fundamental requirements of their various roles and can perform these functions to a consistent and high standard. S/he will be responsible for the development of key leadership and management skills of direct reports to improve their capacity, to develop increased responsibilities and to further expand program support effectiveness, efficiencies and responsiveness. The OPD will have responsibility for ensuring that program support staff have access to the latest technical information about and approaches on administrative management.
·         The OPD will support the development of efficient field office PS structures and ensure that these are both staffed by high performing teams and effectively integrated both with Kampala based PS functions, but also with Programming staff needs at field level. The OPD will ensure that appropriate procedures and policies are followed in the sun and field offices.
·         The OPD will ensure that each direct report develops realistic and strategically focused annual performance plans which encompass existing commitments to donors and government and are oriented toward accomplishment of the CO Business Plan, GED objectives & emergency scale up.  S/he ensures Unit Managers carry out timely reviews and spot checks and that the results are documented and used for learning and to guide future activities in the CO.
·         The OPD will work closely with the Program Director (PD) and CD to identify priority areas for capacity building for programme staff. Using various existing training manuals and resources, s/he will develop a practical plan for administrative and financial management skills development for programme staff which will address weaknesses in operational management, with a particular focus on improved planning, maximising resource use and compliance to CARE's and donor policies and rules and regulations. This will contribute to improving the learning interface and collaboration between the Programme and PS teams.
·         In addition, the OPD will work with the HR Manager to ensure an effective orientation process for all new staff in Administrative and Financial Management processes, in order to speed up the learning curve for both new staff entering CARE and for staff preparing for changes in administrative responsibilities due to a new role and/or new project, with a primary focus on new humanitarian staff.
·         The OPD will actively promote Gender Equity and Diversity within the Administration and Finance team by deliberately working on making the work spaces, ways of working and organizational culture & policies attractive to women and people from various backgrounds, walks of life, opinions, sexual orientation, etc  The OPD will be held accountable for contributing to the ECSA Road GED objectives to attract and retain more African female leaders in the organization.
Compliance/risk management The OPD will:
Work closely with Program team and other SMT members to manage risks and is the lead for organizational compliance with Administration and Financial Management policies, rules and regulations.  Specifically, the OPD will:
·         Facilitate ongoing assessment of risks facing the CO, in general and particularly in Administration and Finance, including the risk of fraud and corruption;
·         Prepare and regular updates the CO risk register and SSMP risks analysis;
·         Accountable for timely preparation and completion of audits and for ensuring any potential finding is addressed quickly and generates knowledge to reduce future risks;
·         Ensure all statutory obligations of the host country, related to taxes, filing of reports, of annual income returns, etc are met in a timely manner;
·         Conducts regular spot checks of both HQ and field based transactions, with focus on humanitarian area of operations to identify risk of ineligible expenses and disallowed costs in a timely manner and ensures timely corrective action;
·         Ensure Anti-Fraud and Anti-corruption policy as well as related reported and investigation mechanisms are known to staff, vendors, partners and conduct regular training on the same;
·         Ensure Sexual Exploitation and Abuse policy and related code of conduct as well as CARE's core values are known to all staff, vendors and partners and that a culture of accountability and zero tolerance to wrongful conduct is instilled in the organization, with priority to aid workers in the refugee settlements;
·         Maintains relationship with CARE's local legal counsel and ensures CARE gets value for money the legal services it is getting; 

Qualifications, Skills and Experience: 
·         The applicant must hold a University Degree in Administration, Finance or equivalent field or equivalent combination of education and work experience
·         A minimum 5 years in a senior Program Support management position
·         At least 3 years international experience in Africa
·         Good Information Technology skills and knowledge of diverse software systems
·         Advanced administrative management skills
·         Advanced Financial management skills
·         Strong coaching, mentoring, training facilitation, and team building skills
·         Demonstrated commitment to the principles of Gender Equity and Diversity
·         Extensive experience and in-depth understanding of administrative support processes and compliance requirements
·         Fluent English (written and verbal)

How to Apply:
All applicants are encouraged to send their application letters clearly articulating alignment with the above profile and an updated detailed (CV) giving day time telephone contacts and names and addresses of 3 (three) work related referees to ugarecruitment@care.org

Deadline: 14th December 2018

For more of the latest jobs, please visit http://www.theugandanjobline.com or find us on our facebook page https://www.facebook.com/UgandanJobline

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