Administration Officer job at World Vision Uganda | Apply Now

General Office and administrative management

• Maintain office key logs and ensures office premises are safe; secures office keys and allocates them to staff keeping copies of each set of keys.

• Develop and maintain a filing system and carry out administrative duties such as filing, typing, copying, binding, scanning etc.

• Order office supplies and ensure there is adequate refreshments and cleaning supplies and office materials.

• Track and ensure timely payment of utility bills

• Ensure offices premises and surroundings are cleaned on a daily basis

• Organize and schedule meetings and appointments.

• Produce and distribute correspondence memos, letters and other forms and ensure soft copy documents are backed weekly.

• Book travel arrangements and hotels for World Vision employees visiting the area location.

• Provide general support to visitors.

• Provide logistical support and back up in the planning of meetings and workshops.

• Provide information by answering questions and requests

• Planning, documentation and events support for program staff

• Providing information and guide staff on administrative processes, procedures and requirements.

• Facilitate and support staff on logistical and administrative requirements such as travels, follow up on requisitions, etc on regular basis

• Support staff on follow-up of internal communications and actions.

• Prepare and serve break and evening tea to all staff as well as washing utensils for the office

• Organize and packing workshop materials to support training activities

• Compile calendar/s of key events and support planning of the events and meetings.

• Follow up on meeting invitations through emails and phones as is appropriate.

• Planning for and managing logistics for program meetings and other forums such as workshops and reflection/ learning events

Assets and Store Management

• Maintain asset registers (a data base of office assets).

• Ensure routine service of office machinery and assets.

• Ensure items are Verified/ Approved before receiving in the stores and issuing out.

• Maintain a clean and arrange items neatly in the store.

• Monitoring the security of the store by not having un authorized personnel’s accessing it.

• Ensure to update the bin/ stock cards daily.

• Ensure to use First in first out / Last in first out method to avoid items expiring in the store.

• Conduct Weekly/monthly Stores inspection.

Service providers’ management

• Sourcing for quotations and processing requisitions for SUPREME staff and partners

• Order placement in line with approved rates

• Bookings made within the agreed rates based on contract agreement signed with the service providers

• Maintain good working relationship between service providers and the organization.

• Order placement in line with approved rates

• Payment processing in line with set standards

Communication, relationships and reporting

• Following up with all staff on submission of their monthly reports.

• Following up with responsible staff on status implementation of key action points and decisions from the meetings/fora.

• Support with preparation of stores reports and ensuring that they are fully filed.