Administrative Officer

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Description

Position Title:  Administrative Officer

Position Grade:  G3

Contract Duration: 12 months, renewable 

Duty Station:  Kampala, Uganda

Reports to: Logistics & Security Manager

Management Responsibility:   Office Assistant 

Key Relationships: Head of Finance & Operations, Human Resource Team, Finance Team, Regional Coordinator, Regional Administrative Officer and Drivers

Background:  War Child Canada's current programming in Uganda focuses on improving access to education, livelihoods, and legal protection services for refugees and host communities, particularly youth and vulnerable groups. The country program integrates protection and resilience across interventions to address the challenges posed by Uganda's growing refugee population, which stands at over 1.7 million. 

War Child Canada’s country strategy aims to enhance access to legal services, improve education services and infrastructure, expand community-based mentorship for livelihoods, and promote self-reliance among refugees through resilience programming. 

Key projects include the BRIDGE initiative, expands youth access to quality education through Accelerated Education Programs, transitioning them into TVET and higher education for workforce preparation and the Geared for Success project, which improves access to education and protection services for refugee and host communities.  War Child Canada is scaling market-oriented education through vocational training and entrepreneurship support, with a focus on gender inclusion and youth empowerment. 

Protection initiatives include case management, legal aid services, and mental health and psychosocial support, with efforts to integrate these services into education programs. The program emphasizes capacity building for local organizations and community engagement, particularly refugee-led organizations, while adapting to Uganda's dynamic context, including conflict-driven refugee influxes and economic pressures.

Position Summary: The Administrative Officer is responsible for the general office operations: providing administrative, client relations & logistics support to ensure the smooth day to day office operations. 

Key Duties & Responsibilities

Front Desk Management (30 %)

• Provide front desk coverage i.e., receive visitors ensuring they are comfortable, and their issues dealt with in the most appropriate manner, and ensure that the Front Desk is a true reflection of WCC ’s working environment and hospitality to visitors.

• Receive and route incoming calls, visitors, mail, and official correspondence in line with user requests and office procedures. 

• Receive external correspondences, distribute, and account for all incoming and outgoing correspondences as applicable.

• Manage WCC Post office, follow up on subscriptions, deliveries & picking up of parcels.

• Manage and planning office events, meetings, and workspace setups.

Procurement Support (30 %)

• Support in the preparation and processing of purchase orders, procurement documents, ensuring accuracy and compliance with war Child Canada Policies.

• Support in the sourcing of suppliers and vendors.

• Receiving incoming Purchase Requisitions (PRs), verify that they are fully approved before sourcing.

• Prepare Requests for Quotations RFQs and dispatch to suppliers.

• Receive quotations, Purchase Orders, Prepare Bids Analysis.

• Provide reliable and timely weekly procurement tracking status reports.

• Prepare and implement Purchase Orders.

• Support the Logistics Manager in preparing fleet-related procurement Requests (spare parts, servicing, tyres).

 Admin & Asset Management (40%)

• Carry out the filing of documents in the department for safety and easy accessibility in line with best practices. 

• Allocate vehicles to staff based on approved requests and availability.

• Compile and share weekly travel plans with the staff, based on the approved travel requests.

• Track staff travel requests and ensure timely communication with drivers.

• Maintain and organize War Child Canada’s inventory and storage areas with complete documentation.

• Coordinate repairs, maintenance, and servicing of office equipment i.e., Laptops, Printers, scanners, air conditioners etc.

• Oversee day-to-day office operations to ensure a smooth working environment at Country office.

• Manage office supplies, stationery, utilities, and ensure timely replenishment.

• Monitor stock levels of office consumables & supplies and liaise with line manager to guide on replenishments measures.

• Monitor utilities ie, cleaning services, power supply, Water supply, Internet and ensure that there are no outages at all time.

• Arrange travel bookings, accommodation, and transport for staff and visitors (Both domestic & International visitors).

• Handle all petty cash procurements at WCC Country Office.

• Track supply levels for the admin stock and submit timely purchase requests.

• Track all incoming and outgoing supplies & Equipment in the reporting database and ensure that all the necessary paper work is in place prior to release.

• Conduct month end inventory reconciliation.

• Supervise cleaners, Kitchen support staff, gardener, and ensure that the office and office environment is well organized and always kept clean.

• Prepare, maintain and file all documents related to Operations for audit purposes (such as Purchase Request Forms; Request for Quotations; Comparative Bid Analysis; Purchase Orders, contracts and all Tender documents) electronically.

Requirements

Knowledge and Experience:

• A Bachelor’s degree in either: Procurement & Supply Chain Management or Business Administration.

• Basic understanding of procurement management processes.

• Minimum 2 years’ experience an INGO set up preferably 

Skills and Abilities:

• Ability to work and meet deadlines.

• Good reporting skills.

• Excellent communication (written and verbal) and interpersonal skills.

• Ability to multi-task.

• Ability to work in diversified environments.

Personal Attributes:

• Affinity with War Child Canada’s mandate. 

• Politically and culturally sensitive with qualities of patience and diplomacy.

• Stress-resilient to be able to cope with deadlines and complex problems. 

Others/Extra Details