Senior Administrative Officer – Uganda (National)

Church World Service

Position Title: Senior Administrative Officer

Reports To: Finance and Administration Manager

Supervises: None

Division: CWS Africa

Department: Administration

Team: Uganda

Job Location: Kyaka / Mbarara, Uganda

Grade Level: Grade 6, National

Introduction: Church World Service (CWS) is a not-for-profit, faith-based organization transforming communities around the globe through just and sustainable solutions to hunger, poverty, displacement and disaster. CWS does not discriminate on the basis of race, color, religion, sex, national origin, gender identity, genetic information, age, disability or veteran status in employment or in the provision of services.

Primary Purpose:

This position is primarily responsible for overseeing the Logistics, Procurement, property General Services and Office Management functions at the CWS Uganda suboffice under the direction of the Finance and Administration Manager, which include compliance with the policies, supporting the budget preparation, planning, coordination and management, and reporting. The position will coordinate office operations and procedures to ensure organizational effectiveness and efficiency. The position will also support the planning, training, quality control, and monitoring of the Logistics, General Services and Office Management teams in the sub office.

Key relationships

Internal to CWS:

  • Finance and Administration Manager
  • Country Representative
  • Sub office staff

External

  • Vendors
  • UNHCR, IOM
  • RPC
  • Other NGOs (HIAS and RefugePoint)
  • Resettlement Agencies

Working Environment

  • Office and/work from home environment.
  • Periodic travel to the main office as may be required

Leadership and management (20%

  • Organizes and supervises the Field administrative functions (Logistics, property, procurement and General Services) of the CWS Field office ensuring they are professional, effective and efficient.
  • Ensures the relevant SOPs are regularly updated and stored and training sessions on the same arranged.
  • Develops and maintains good working relationship with external partners, vendors, contractors and other stakeholder.
  • Provides originality, initiative and good judgment in applying CWS RSC policies to new and unusual problems.
  • Ensures maintenance of a filing system that facilitates easy retrieval of the administrative documents for the Logistics, Finance, General Services and Office Management units.
  • Liaises with the Admin Assistant and the General Service Officer to ensure a clean working environment is regularly maintained, Coordinate meetings and organize staff events.
  • Provides direct supervision and leadership to Logistics, General Services and Office Management staff including yearly performance evaluations, developing job descriptions, participating in hiring and coordinating leave.
  • Manages the development and implementation of training modules for new field staff in the Logistics, Finance, General Services and Office Management units.
  • Monitors and ensures a safe, healthy and professional work environment for the Logistics, Finance, General Services and Office Management units.
  • Actively supports staff by promoting safe space, open-door policy and the escalation policy.
  • Ensures and manages working resources availed to staff in the Logistics, General Services and Office Management units.

Data management(10%)

  • Supports the annual budgeting process by overseeing projections for units under their supervision and costing out of items proposed in the budget.

Compliance:(25%)

  • Oversees all field logistics, finance, procurement, property, and office management functions and ensures strict compliance with CWS RSC Africa’s SOPs, Cooperative Agreement and 2 CFR 200.

Administration (logistics, Property, procurement General Services and Office management) 40%:

  • Oversees the reorder level of all stores supplies and ensures there are no stock outs and that adequate inventory levels are maintained for all supplies.
  • Conducts regular market surveys to determine the best price for quality goods and services in conjunction with any appointed specialists by getting the cost estimates which are then compared against the quotes for large purchases.
  • Manages timelines around Request for Proposals (RFP) to ensure professional and timely delivery of goods and services.
  • Provides oversight on all field office equipment and motor pool and ensures a maintenance schedule of CWS RSC Africa’s property is maintained and adequate security is in place against theft or damage.
  • Supervises the requisition, maintenance, and inventory of expendable and non-expendable equipment for the CWS Uganda office.
  • Ensures the quarterly stock-take of inventory is complete and ensures the report on variances is prepared and submitted and recommendation on replacement/purchase of new equipment is made.
  • Liaises regularly with the Landlord to ensure services are delivered and accounted for properly.

Additional responsibilities 5%

Any other duties that may be assigned by the Finance and Adm Manager

Qualifications:

Experience:

  • 5 years of paid work experience required
  • Minimum of one (1) year of supervisory experience, with three (3) years preferred, with an international NGO in a similar position required.
  • Two (2) years of work experience in an organization that adheres to US Government CFR 200 required.
  • Supervisory experience of at least 1 year, managing a minimum of 3 persons
  • Experience of at least one year in startup office implementation

Skills:

  • Strong computer skills, in particular Microsoft Excel, Word, Outlook and Access required
  • Excellent organizational and time management skills
  • Strong verbal and written English language skills
  • Working knowledge of Sage ERP System Working knowledge of the 2 CFR 200
  • Knowledge of Ugandan laws and customs preferred

Education & Certifications:

  • Bachelor’s degree in business administration, Commerce, Strategic Management or a related field, or four (4) years additional work experience required in lieu of a Bachelor’s degree.
  • Master’s Degree preferred.

Abilities:

  • Supervise staff to ensure policies and procedures are implemented and executed in accordance with guidelines and standard operating procedures;
  • Maintain a high performance standard with attention to detail, completing tasks within set timeframes;
  • Exercise good judgement and seek guidance as appropriate when confronted with unanticipated problems;
  • Deal effectively and courteously with a large number of associates, outside agencies, refugees and members of the general public;
  • Manage large and diverse workload under pressure with competing priorities.
  • Maintain the integrity of official records;
  • Analyse and solve complex problems and make sound decisions;
  • Work with minimal supervision
  • Maintain a high performance standard with attention to detail;
  • Work independently and contribute to overall operations of RSC Africa;
  • Actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).
  • be flexible with changing of daily duties as needed.

Important Requirements:

  • Strong English communication skills, both written and oral.
  • Ability to work in a multi-cultural environment required.
  • Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required.

Special Requirements:

  • COVID Vaccination is strongly recommended for all successful candidates
  • The candidate should be of good health, willing and able to travel extensively in often difficult conditions, and have a high degree of flexibility. Must have proof of Yellow Fever vaccination before traveling for RSC Africa
  • This position is based in Kampala, Uganda
  • This position requires use of laptops at all time, competence in Microsoft office packages is required.
  • This position may require travel in sub-Saharan Africa on short notice and under sometimes difficult conditions to meet demands of a dynamic operational program
  • Background check which includes references and an educational and criminal check is required before the start of employment
  • A valid passport and the ability to maintain a valid passport throughout the entire appointment is required, which includes having enough passport pages for travel.
  • Physical: This position requires bending, squatting, crawling, climbing, kneeling, sitting, standing, walking, pushing/pulling, handling objects (manual dexterity), reaching above shoulder level, using fine finger movements and lifting/carrying heavy loads.
  • Environmental: Incumbents in this position will be exposed to excessive noise, marked changes in temperature and/or humidity, dust and infectious diseases, harsh weather climates, long work hours, bumpy roads, extended travel, excessive sun exposure, and non-ventilated spaces.
  • Full Time
  • All employees should be prepared to work from the CWS Field office within their location of hire. Remote work arrangements may vary depending on location and the governing rulings regarding the COVID-19 pandemic

Please Note – CWS recruitment is free of charge.

Church World Service (CWS) does not charge fees of any kind during the recruitment process (Submission of application, interviews, assessments, training, etc.). Any solicitation of funds should be reported to [email protected]*.***

How to apply

Log onto CWS Careers site: Work with CWS | CWS (cwsglobal.org)


Deadline: 12 Feb 2024