Administration Officer UN Job Careers - United Nations World Food Programme (WFP)

Job Title:              Administration Officer

Organization: United Nations World Food Programme (WFP)

Duty Station:  Kampala, Uganda

Reports to: Head of Programme

Grade: NOB

About US:

The UN World Food Programme (WFP) is the United Nations frontline agency against world hunger. It is the largest and longest serving humanitarian agency in Uganda. . Currently WFP focuses on three priority areas: Saving lives in Emergencies; Building Resilience through Predictable Safety Nets; Improving Nutrition & Mother-and Child Health; and Supporting Small Holder Farmers to Access Markets. WFP has operations in various parts of the Country.

Job Summary: The Administration Officer will actively contribute to daily planning and delivery of quality, customer-focused, value for money administrative services that enable staff in country/location operations to deliver food assistance to beneficiaries, in line with WFP’s strategy.

Key Duties and Responsibilities:

• The jobholder evaluates and monitors administrative services and recommends changes in policies, systems and procedures to align with changing business needs and objectives.
• Implements WFP official systems in the office; drafts correspondence and internal procedural directives relating to administrative matters and ensure WFP’s administrative resources are fully and properly accounted for and that internal control systems are adequate and functioning.
• Assesses expenditure in administration for previous years; estimates new requirements and prepare budget plans for designated areas of work.
• Represents WFP-UGA CO in the Operations Management Team (UN Inter-Agency), on matters of Common interests.  Coordinates the implementation of UN Common services for efficiency, cost effectiveness and timeliness of operations and services.
• Participates in the Non-Food Items (NFI) Procurement Contracts Committee to evaluate all contracts for NFIs.  Assists in the negotiation of contracts with vendors and service providers to ensure cost-effective services, quality and timely service.
• Supervises staff in key Administrative areas listed below using the Results Based Management approach by reviewing staff PACE, training and development needs, staff performance Management, unit Performance statistics and the unit Work plan.
• Asset Management; Ensures proper custody of all WFP assets and compliance with WFP rules and regulations for all acquisitions, donations, transfers, disposals, loss and write-off.Ensures entries made in the Global Equipment Management System (GEMS) are reconciled to give a fair representation of the financial value of assets.Spot checks inventory items and verifies against the GEMS, recommends to the Local Property Survey Board (LPSB) for disposal and follow up insurance claims for any loss. Evaluates inventory status and transactions in the database; report anomalies and discrepancies for timely action.
• Fleet Management; Maintains an adequate and competent fleet; ensures reconciliation of accounts for fuel replenishment, vehicle maintenance and service, duty refund claims; and administers contractual agreements with fuel and garage companies by provision of supervisory support to the Senior Admin Assistant (Transport), and reconciling accounts with Procurement and Finance units.
• Stores Management; Ensures adequate stock of office supplies by reconciling receipts and issues. Spot checks items in stores to reconcile receipts, issues and re-order level; verify quarterly replenishment requests; reconciles quarterly replenishment orders against goods received notes.
• Office Equipment, Service and Maintenance; Generators are a Minimum Residential Security requirement (under MORSS), while other office equipment are operational requirements. Administers contractual agreements for service and maintenance of office Generators and other office machines including official mobile phones.
• Ensures protocol activities are well coordinated and assignments accomplished. Monitors the weekly activity matrix of Protocol activities to ensure proper coordination and accomplishment of tasks.
• Ensures proper management of staff travel, Registry and Official premises to verify expenditure allotment and accountability of WFP-UGA CO funds.
• Provides technical guidance and support to WFP sub offices.
• Prepares and analyzes monthly Administration reports.
• Manages the execution and renewal of Administration service contracts and lease agreements.
• Manages WFP Guest Houses and MoUs for UN Common services in Kotido, Moroto and other offices entitled for Guest House set up.

Qualifications, Skills and Experience:

• The ideal candidate for the United Nations UN World Food Programme (WFP) Administration Officer job opportunity should hold a Masters degree in Business/Public Administration, or other relevant fields relating to office management and administration.
• Five years of professional experience with progressive responsibilities in the area of Administration is required.
• Previous experience in administrative environment with highly recognized private sector and/or Public Sector including multinational, and/or International is also required.
• Previous experience in dealing with Government Protocol Institutions would be an added advantage.
• Experience in Civil Engineering field would be an added advantage
• Has gained experience in administration.
• Has provided direction and instruction to more junior staff members within area of expertise.
• Computer Skills: Proficiency in MS Office (Word Processor, Excel Spreadsheet, Power Point, etc.).
• Language: Fluency in both oral and written communication in both English and Arabic.

Desired:

• Previous experience in administration.
• Has provided direction and instruction to more junior staff members within area of expertise.

Personal Competencies:

• Business Support Services & Reporting: Applies strong ability to identify country level requirements and develop customer focused solutions and action plans. Communicates data-based findings in a highly impactful way that is tailored to the audience.
• Internal Controls & Risk Management for Administration and Engineering: Demonstrates in-depth knowledge of internal controls and proper accounting procedures and systems to recommend improvements where necessary to address current weaknesses, mitigate risks to mission-critical WFP operations and maximise client satisfaction.
• Resource Management for Administration and Engineering: Oversees staffing for HQ and Field resources at the programme level, taking resource usage trends and forecasting data into account.
• Specialised Knowledge in Administrative Services: Applies advanced theoretical understanding of administration best practice, concepts and principles and thorough knowledge of WFP standards , processes and infrastructure to ensure continuous improvement in the provision of efficient and effective administration services, resolving complex issues as they arise.
• Customer Focus: Proactively monitors performance and delivers high quality service to meet the needs of customers, requesting customer feedback and taking ownership of customer problems that arise. Pre-empts needs of customers based on experience.

How to Apply:

All candidates who desire to join the United Nations World Food Programme are encouraged to submit their applications online at the link below.

Click Here

Deadline: 5^th June 2018

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Consultancy Jobs for Audit Firms - External Audit of the Handicap International Federation (Uganda)

Job Title:        External Audit of the Handicap International Federation (Uganda)

Organization: Handicap International

Duty Station: Kampala, Uganda

About US:

Handicap International is an independent and impartial aid and development organisation working in situations of poverty and exclusion, conflict and disaster. We work alongside disabled and vulnerable people to help meet their essential needs, improve their living conditions and promote respect for their dignity and fundamental rights. Handicap International is outraged by the injustice faced by people with disabilities and vulnerable populations, we aspire to a world of solidarity and inclusion, enriched by our differences, where everyone can live in dignity.

In October 2017, HI launched its new programme directed at the refugee response in Arua District, West Nile region. HI is currently implementing psychosocial support services, community-based rehabilitation, protection of persons with specific needs, and disability inclusion. These actions are implemented in Omugo Settlement, the extension of Rhino Camp Settlement where most new refugees are being settled, and Imvepi Settlement.

These actions comprise the four components of HI’s Uganda Refugee Response Strategy. Funding is secured until end December 2018. The total mission portfolio is 1.5 million EURO, implemented by a staff of 40. While current activities are limited to Arua District, HI intends to expand the scope to other refugee areas including other districts in Northern Uganda hosting South Sudanese refugee populations, and the Congolese refugee sites in Western Uganda. Furthermore, HI is launching a longer-term development project on Inclusive Health, and exploring other development opportunities in inclusive education and livelihoods.

HI is legally registered in Uganda having obtained the NGO Permit, the Certificate of Incorporation, and the Memorandum of Understanding from the Office of the Prime Minister. These legal documents are required to implement activities in Uganda. HI’s Head Office is in Kampala, and field operations are based in the office in Arua Town

Objective of the assignment

The objective of this assignment is to ensure that organisation's internal controls, processes, guidelines and policies are adequate, effective and in compliance with governmental requirements, industry standards and organisation’s policies; that reporting mechanisms prevent errors in financial statements.

Timing and duration

·         Applicant should detail needed timing and duration for the full completion of assignment.

·         Duration to be audited is financial year: 01/07/2017-30/06/2018

Methodology

·         The methodology will be detailed in the Engagement letter but should be indicated in the proposal document for prior review. The audit will be conducted in accordance with International Standards on Auditing (ISAs), as promulgated by the International Auditing and Assurance Standards Board (the “IAASB”).

·         As part of the exercise, the Auditor will consider, solely for the purpose of planning the audit and determining the nature, timing, and extent of audit procedures, the Project’s internal control over financial reporting.

·         In accordance with the ISAs the Auditor will communicate certain matters related to the conduct and results of the audit to those charged with governance. The Auditor will provide the final audit report and Management Letter at the end of the assignment.

Deliverables

·         Engagement letter by 25/06/2018

·         Draft report by 06/08/2018.

·         Final report and Management Letter by 20/08/2018

Support and resources to be provided

·         HI will provide logistical support including travel, accommodation and meals during fieldwork. All normal office facilities and supplies will be provided – but the Auditor will provide their own computer.

·         Contracting will be processed by the Finance, Admin and HR Manager and signed off by the Country Manager. We will provide all key project-related documents such as are necessary to perform the assignment, prior to the start of the exercise. The Finance, Admin and HR Manager will work closely with the Auditor and play a logistical support role during the exercise.

Key documents and sources of information to be consulted

Information and key documents will be provided upon assignment. In case any additional information will be needed to Audit firm in order to complete their offer email from “Contact details” to be contacted.

Qualifications:

To apply, you must be a Registered Audit Firm that has worked with International NGOs on similar assignment and registered with ICPA Uganda.

How to Apply:

Interested firms are required to submit detailed technical and financial proposals to undertake the assignment, to: e.fuks@hi.org with subject “HI UG External audit FY 2018-2018” 5 p.m. (Uganda time) on 15th June 2018. Enquiries may be directed to the same e-mail address. No applications send in hard copies will be considered.

NB: Please note that this is a competitive process and only the successful firm will be contacted. No phone calls.

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No Experience Junior Accountant NGO Jobs - AVSI Foundation

Job Title:             Junior Accountant

Organisation: AVSI Foundation

Duty Station:  Kampala with field missions (Arua and Gulu), Uganda

Reports to: Operation Manager and Country Representative

About US:

AVSI Foundation, an NGO created in 1972, carries out cooperation projects for development, with particular emphasis on education. In its work, its attention is focused on the defense and promotion of the dignity of the person, the cornerstone of every project. We work all around the world thanks to a network of 35 founding members and more than 700 partners. AVSI Foundation works towards development that is sustainable and capable of responding to the real needs of people, inspired by the Social Teaching of the Catholic Church.

Job Summary: The Junior Accountant will ensure adherence to AVSI’s and donors financial and administrative procedures regarding two projects funded by AICS (Agenzia Italiana Cooperazione allo Sviluppo)

Key Duties and Responsibilities: 

• Ensure that project procurements procedures and accountability documents meet donor compliance requirements;
• Provide the field administration with the necessary support to ensure appropriate AVSI administrative, financial and logistics systems/procedures are in place, maintained and adhered;
• Support field sites in the timely preparation of projected expenditures each month (cash book management) and prepare monthly Financial Planning and reports using both NAVISION and donor primanota;
• Support Programme Managers in accurate budget control and financial management at project sites are in line with relevant project proposals;
• Support partner administrations in the adherence to donor requirements and procedures and if necessary provide technical assistance;
• Prepare interim and end of the project financial reports;
• Oversee budgets revision/realignments for submission to donors and provide advice and assistance where necessary;
• Ensure that an overview of project spending and financial reporting is maintained and provide advice and assistance whenever required;
• Translate all the necessary accounting documents;

Qualifications, Skills and Experience:

• The AVSI Foundation Junior Accountant should preferably hold a University degree in Business Administration, Economics or equivalent
• Proficient knowledge of English (written and oral)
• Proficient knowledge of the standard IT software
• Strong capacities of financial management and planning
• Leadership and training skills
• Managing and organizational skills
• Previous experience with NGO is desired

How to Apply:

All applicants are encouraged to send their updated CVs (in the format you can find in the previous section) by email to humanresource@avsi.org Please, specify in the subject of the mail the code of the position you are applying for. Only short-listed candidates will be contacted.

Code: 2218-JUNACC-UGA

Include also:

• Name, position and contacts (telephone and mail) of two referees.
• First date of availability to take up place in the field.

Deadline: 6^th June 2018

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Head of Administration Employment Opportunity - Equity Bank

Job Title:    Head of Administration

Organisation: Equity Bank

Duty Station: Kampala, Uganda

Reports to: Executive Director

Job Ref: EBUL ADMIN/01/2018

About US:

Equity Bank is one of the region’s leading banks whose purpose is to transform the lives and livelihoods of the people of Africa socially and economically by availing them modem, inclusive financial services that maximize their opportunities. With a strong footprint in Uganda, Kenya, Tanzania, Rwanda and South Sudan, Equity Bank is now home to nearly 9 million customers, the largest customer base in the Eastern African Region.

Key Duties and Responsibilities: 

Administration

• Assist the departmental heads in providing administrative support in accordance with established processes and procedures.
• Process activities/paperwork relating to travel, logistics, vehicle maintenance and insurance.
• Responsible for security and safety of all goods, materials and equipment held at Head Office as well as co-coordinating the security of the branch network in liaison with the Security Officer.
• Processing of documents and materials (e.g. contracts, vendor orders, schedules, insurance claims, purchase orders).
• Ensure the bank’s assets and equipment are reviewed on a quarterly basis.
• Supervise and control the bank’s Archives and Storage unit and ensure it is properly managed.
• Provide other administrative support to all service centers as may be required from time to time.
• Advise on cost saving initiatives.

Procurement

• Development of the procurement budget/plan for the bank and ensure purchases are within budget.
• Work in close liaison with the respective departments, assist in the negotiation of contractual arrangements with suppliers. Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints.
• Ensure compliance to policy, processes and procedures for procurement of goods and services.
• Process and present expenditures to the "Authority To Incur" (AIE)/ Procurement Committee for approval.
• Responsible for the management of the stores and controlling any stock therein.
• Perform weekly monitoring to ensure documentation and goods are received from suppliers and sent to required location according to specification and timings.
• Produce periodic warehouse reports highlighting issues. Ensure monthly physical reconciliations are made together with the monthly stock reports before submission.

Fleet Management

• Through effective management of the logistics team establish and maintain vehicle fleet management.
• Ensure the vehicles are maintained in optimum condition and used cost effectively.
• Ensure that vehicles and generators are serviced and that fuel is used economically (value for money) and adequately accounted for.
• Keep vehicle maintenance schedules and properly maintain vehicle movement schedules.
• Ensure generation of and action on monthly vehicle management report.
• Ensure staff are billed for private mileage. Monitor private vehicle use policy and ensure it is upheld or recommend any changes.

Infrastructure and Property Management

• Draft and as applicable, review all leases and contracts for lease property including premises, equipment and advise management on their fairness and correctness.
• Monitor management of all warehouses and office lease and ensure timely reviews, terminations and renewals.
• Work closely with the Infrastructure team and provide support as may be required from time to time.
• Follow up with the infrastructure team to ensure that projects are progressing well and within the agreed completion time.

Staff Supervision and reporting

• Supervise the Procurement and Administration team.
• Train, mentor and coach staff for personal development.
• Handling staff matters in liaison with the HR department e.g. Performance Appraisals, Leave, Medical e.t.c.
• A monthly detailed state of assets and equipment purchased for the bank.
• A monthly requisition status on procurement.
• A monthly stock listing of all stored goods and Cargo on transportation.

Qualifications, Skills and Experience: 

• The applicant for the Equity Bank Head of Administration job placement must hold a Master's Degree in a Business related field and/or a professional qualification or relevant qualification in Procurement and Logistics will be of added advantage. A Minimum of a Bachelor’s Degree in a Business related course.
• Five years of experience in Procurement and Administration is desirable.
• In-depth understanding of Office management procedures and departmental and legal policies.
• Effective communication skills and report writing skills
• Ability to formulate options and make recommendations to solve issues
• Demonstrate strong interpersonal skills
• Strong leadership skills
• Ability to work under minimum supervision
• Very high degree of Ethics and Integrity.
• Ability to work on own initiative and under pressure and to meet deadlines

How to Apply:

If you believe you are interested in joining the banking sector at Equity Bank, please send your application along with a detailed Curriculum Vitae and copies of the relevant certificates and testimonials quoting the Job Title or Ref. No. (Check at the Top of Advert) to:  recruitment@equitybank.co.ug or to post to:

The Human Resources Manager,

Equity Bank (U) Ltd,

P.O. Box 10184 Kampala

Deadline: 31^st May 2018

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Transport Officer International NGO Jobs - Mercy Corps

Job Title:          Transport Officer

Organization: Mercy Corps

Duty Station: Uganda

Reports to: MEL Specialist

About US:

Mercy Corps is an International NGO that exists to alleviate poverty and oppression by helping people build secure, productive and just communities. Mercy Corps has been fully registered in Uganda as an operational NGO. Currently Mercy Corps has an office in Kampala and is implementing Food Security programs which comprise of Water and Sanitation, Livelihood and Agriculture and Conflict Mitigation Management Program in North and North Eastern Uganda. We implement programs in the northern districts of Pader, Kitgum, Agago, Lamwo, Kaabong, Abim and Kotido with funding from USAID, USDA, Walmart Foundation, SDC, DFID as well as other private donations.

Job Summary: The Transport Officer will work within the Operations department, committed to provide reliable and compliant support to program activities in order to achieve efficient service to program beneficiaries. The Transport Officer will provide safe, transport services for MC program and support staff in the described Area of Responsibility (AOR). Through enforcing the established Mercy Corps Fleet Management Policy Guidelines, the Transport Officer will adhere to all traffic and MC safety rules and follow the transport guidelines required by the MC transport department. In addition to these duties the Transport Officer manages the safety of all assigned vehicles and keeps proper records of vehicle related documentation.

Key Duties and Responsibilities:

Transport Management:

• General management of agency vehicles in co-operation with the Operations Director
• Ensure that all vehicles are safe and road-worthy
• Ensure that all vehicles have proper on-board vehicle documentation.
• Maintain administrative vehicle files for each vehicle
• Continuous tracking of vehicle log-sheets; responsible for monthly compilation and submission of log-sheets.
• Schedule vehicle use to meet programmatic and operational needs
• Ensure trip tickets are used by program staff and approved by necessary persons
• Maintain vehicle movement board daily
• Oversee and ensure proper use of the vehicles.
• Oversee fuel consumption purchase and tracking including coordination with gas station(s)
• Organize cleaning of vehicles
• Organize regular service schedules for vehicles
• Maintain service schedule files
• Ensure major repairs are done in a timely manner
• Track vehicle expenses in accordance with the respective procurement policy
• File Monthly Vehicle Consumables sheet for each vehicle separately
• Order and maintain stock of spare parts and consumables.
• Manage drivers’ leave schedules ensuring smooth operation of the fleet
• Coordinate with Human Resources to ensure proper tracking of drivers’ HR file
• Ensure drivers are licensed and trained
• Actively participate in hiring and disciplinary measures for drivers.
• Coordinate with communications department to ensure regular vehicle communications.
• Ensure security measures for vehicles such as parking, storage of keys, emergency supplies, etc
• Work in close coordination with Security, organize levies as needed for field trip
• Ensure that security incident reports are completed and filed (if related to vehicles)
• Ensure that accident reports are completed and filed
• Responsible for oversight of vehicle rentals including tracking of leases and payments.

Asset Management:

• Act as Asset Controller for MC Uganda
• Tasked with the maintenance a computerized asset database of all assets belonging to Mercy Corps Uganda program (includes coordination with finance department)
• Assist with implementation of asset tracking system including use of asset tags, movement of assets and upkeep of an asset register.
• Making of asset MC System as it could be centralized through main office Kampala.
• All other activities as assigned to ensure the smooth logistics operation;
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission in Uganda.

Qualifications, Skills and Experience:

• The ideal candidate for the Mercy Corps Transport Officer job opportunity should hold a Bachelor’s Degree in Transport and Logistics Management or a closely related field.
• At least three years’ experience in vehicle fleet management preferred
• Computer literacy skills; strong MS-Excel and MS Word skills
• Good spoken and written English
• Valid drivers’ license and extensive driving experience with a clean record
• Thorough technical knowledge of Toyota Land Cruiser and Toyota Hilux vehicles
• Conscientious with an excellent sense of judgment
• Excellent organizational skills
• Ability to work simultaneously on multiple tasks
• Willingness and ability to work effectively with a wide variety of people
• Ability to work as part of a team and coordinate with project personnel.

How to Apply:

All suitably qualified and interested candidates should send their online applications to the Senior HR and Legal Manager by clicking the link below. Please clearly state your salary requirements on the cover letter, attach your CV (with 3 referees), and copies of academic qualifications/certificates.

Click Here

Deadline:  8^th June 2018

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