Administrative Officer

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.

SPECIFIC DUTIES AND RESPONSIBILITIES:

In compliance with the IRC policies and procedures, the Administrative Officer will be responsible for the following duties:

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).

Minimum Qualifications:

REQUIREMENTS:

Education

• 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.

Gender Equality & Equal Opportunity

We are committed to narrowing the gender gap in leadership positions. We offer generous benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances. We welcome and strongly encourage qualified female professionals to apply.

IRC is an Equal Opportunity Employer, and we value diversity in our organization. We do not discriminate based on race, religion, color, national origin, sex, gender, age, marital status, veteran status, disability status or any other characteristic protected by applicable law. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request reasonable accommodation.

Professional Standards

IRC workers must adhere to the values and principles outlined in the IRC Way – Standards for Professional Conduct.  These are Integrity, Service, Accountability and Equality.  In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

NB: This advert will close on 26^th August 2024.