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Administrative Officer job at International Rescue Committee | Apply Now
Kampala, Uganda
Full-time
Are you looking for Administrative jobs in Uganda 2024? If yes, then you might be interested in Administrative Officer job at International Rescue Committee
The International Rescue Committee (IRC) is a global humanitarian organization dedicated to helping people whose lives and livelihoods are shattered by conflict, disaster, and climate change to survive, recover, and regain control of their futures. Founded in 1933 at the call of Albert Einstein, the IRC has grown into a highly respected non-governmental organization, consistently recognized for its rapid response, effective programming, and commitment to innovation in humanitarian aid.
With operations in over 40 countries and offices in major cities worldwide, the IRC employs thousands of professionals and volunteers, fostering a dynamic and inclusive work culture that values diversity, resilience, and impact-driven solutions. The organization offers a wide range of job opportunities, from emergency response roles to long-term development initiatives, with flexible work arrangements to accommodate various needs.
Emphasizing innovation, the IRC leverages data-driven approaches and technology to enhance its service delivery, addressing critical issues such as health, education, economic recovery, and refugee resettlement. Rooted in core values of integrity, accountability, service, and equality, the IRC upholds a strong commitment to corporate social responsibility, partnering with governments, businesses, and local communities to create sustainable solutions for vulnerable populations. Through its pioneering efforts in crisis response and advocacy, the IRC continues to shape the future of humanitarian aid. For more information, visit their official website at www.rescue.org.
Administrative Officer job at International Rescue Committee
International Rescue Committee
The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 50 countries and more than 25 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.
Background
The International Rescue Committee (IRC) is one of the world's leading crisis response agencies, providing life-saving assistance and supporting recovery and reconstruction for people affected by war and natural disasters. Active in public health, education, livelihoods, women's empowerment, youth development, and protection and promotion of rights, IRC assists people from harm to home.
The IRC was registered in Uganda in mid-1998 and implements rehabilitation activities in the sectors of Child and Youth Protection and development, Health, Economic recovery and Development and women protection and empowerment as well as contributing to the response to the Southern Sudanese Refugee situation. IRC Uganda has a head office in Kampala, field offices in Lamwo, Kiryandongo, Moroto, Kyaka and West Nile.
Scope Of Work
Reporting to the Deputy Director of Operations (DDO), the Administrative Officer is responsible for providing support for day-to-day administrative requirements and functions to the IRC Kampala Office. The Administrative Officer is the point of contact for all staff for support and to manage their queries relating to office management and operations. Main duties include overseeing the effective management of the IRC country office, managing office maintenance, supplies, equipment and property, support and monitoring IRC Uganda compliance to local office regulations and requirements, ensuring timely submission of all returns, prepare periodic procurement plans, organize and maintain office records
Office Supplies and Equipment
Participate in the development of the office supplies and equipment budget and monitor its implementation in line with the procurement plan.
Manage the procurement of all stationery on a quarterly basis.
Process purchase requests of the operations department.
Receive and handle all requests for goods and services related to property management.
Office Maintenance
Ensure that the country office, including the compound and common areas, is clean at all times.
Ensure that the staff offices are maintained clean at all times and all faulty items are promptly repaired.
Supervise all repairs and works at the Kampala offices.
Ensure that the Baby Room is well maintained and clean at all times, to provide safe environment to both the mothers and the babies.
Ensure that occupational health and safety requirements and procedures are in place and implemented.
Management and follow up on compliance regulations governing Workplace Health and Safety standards for Kampala and all field offices.
Ensure regular maintenance and occasional repairs of the generator or solar system.
Office Administration
Ensure that accurate documentation such as purchase requests, detailed specifications are provided to the Supply Chain section for action and liaise with the Supply Chain team on timely procurement and delivery of goods and services with regards to office facilities, including stationary supplies and the overall office administration management.
Provide administrative support in the preparation and implementation of Operations workshops/seminars and functions.
Ensure that main office boardroom booking system in place and well managed.
Effectively facilitate bookings and ensure that needed seating and materials for meetings are available and bills are monitored and promptly settled.
Monitor, update and follow up on checklist on IRC Uganda compliance to Government of Uganda laws, regulations and requirements, including timely submission of required returns and ensuring that all MOUs are up to date and filed.
Property/Facilities Management.
Contract and lease management of all IRC properties.
Liaise with the landlord in the overall maintenance of the country office premises.
Manage facilities assets and equipment (physical work environment) and ensure that these are secure and efficiently utilised.
In liaison with the Supply Chain team, develop a schedule for all the tenancy agreements for the various residencies and offices and track when rent is due.
Follow up on IRC matters related to service provision of utilities like water and electricity.
Take part in preparation of documentation to include tenancy agreements, reminders to landlords, and management of tenancy terminations, repairs and handovers.
Ensure that security deposits attached to tenancy agreements are tracked and recovered at the expiry of the tenancy agreement.
Asset Management
Track and maintain an updated master database for all property in the Country Program.
Ensure the Implementation of IRC Asset policy regarding Property database management and tracking in the office.
Ensure all Properties in the office are well-recorded, engraved and entered in the Property database
Monitor and review the allocation of Properties in accordance with the relevant policy and procedures.
Make follow up on missing Property(ies) to ensure that they are accounted for and support in raising incident report.
Follow Property management procedure for all Properties delivered to the Office as per policy and procedure. Up-date Property registers always.
Implement the improvement of operational controls.
Human Resources Management
Supervise the Receptionist and two Cleaners.
In consultations with your supervisor, conduct capacity needs of the team to conduct trainings in a bid to build the capacity of the team.
Manage the performance of the team that you supervise and ensure that they are delivering on their objectives as expected.
Perform other relevant duties as assigned (of a similar nature or related and in the interest of the organization).
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SERVICES
COMMERCIAL
SERVICES
INDUSTRIAL
SERVICES
RESIDENTIAL
Bachelor’s degree in business administration, procurement, marketing, logistics, Social Sciences and other related fields. Post-graduate is an added advantage.
Experience
At least 3 years of relevant professional experience in office or program administration.
Previous experience as an Office Administrator or similar administrative role.
Working knowledge of office equipment and office management tools.
Knowledge in NGOs/ Humanitarian administration operations & management
Previous team leader experience and knowledge of team dynamics are desirable.
Functional Knowledge, Skills, And Ability
Demonstrated understanding and proficiency in the field of Administrative Management and ability to work under minimum supervision.
Highly developed cultural awareness and ability to work well with people from diverse backgrounds and cultures.
Excellent planning, coordination and reporting skills, with the ability to organize a substantial workload comprised of complex, diverse tasks and responsibilities.
Ability to intervene with crisis management or troubleshooting as necessary.
Highly developed interpersonal and communication skills including influencing, negotiation and coaching.
Computer literacy and excellent documentation skills are a must.
Excellent time management and planning capacity.
APPLICATION FOR THIS POSITION MUST BE DONE ONLINE:
Are you interested? Click the "APPLY" button below to submit your application.
