Requisition ID: req8244
Job Title: Administration Officer
Sector: Administrative/General Office
Employment Category: Regular
Employment Type: Full-Time
Open to Expatriates: No
Location: Kampala, Uganda
Job Description
The Administrative Officer will act as the point of contact for all staff under the PlayMatters Project at the regional office, providing administrative support and managing their queries. Main duties include managing office stock, front office, arranging all travel and accommodation needs, preparing regular Purchase and payment request and reports. Preparing periodic procurement plans and organizing project records. Candidate should have previous experience as an Office Administrator or similar administrative role. Our ideal candidate also has working knowledge of office equipment and office management tools.
Duties and Responsibilities
- Draft and following up on office purchases and payment requests for PlayMatters project.
- Manage program/office supplies through receiving and making release orders
- Support PlayMatters regional office staff to review PR tracking sheets shared by supply chain on weekly basis.
- Participate in the development of quarterly procurement plan for PlayMatters project.
- Act as Liaison between PlayMatters project and IRC Uganda departments which include:- Supply chain, Finance and HR among others
- Organize a filing system for important and confidential PlayMatters regional office documents
- Maintain PlayMatters regional office calendar and schedule appointments as required.
- Book and/or schedule meeting/training/workshop venues for PlayMatters regional office activities as required
- Liaise with PlayMatters regional office staff to schedule in-house and external events
- Work with the PlayMatters regional staff to ensure they submit their timesheets to Human Resource Office in time
- Support PlayMatters regional staff to manage program staff leave database in accordance with IRC regulations.
- Coordinate and manage all travel and accommodation needs for the PlayMatters regional office staff.
- Manage project’s facilities and inventory to ensure that they are in good working condition and regular on time repairs are done.
- Maintain and ensure program stationery are procured and a proper inventory is kept at all times
- Communicate any staff welfare concerns to the IRC Uganda HR/Admin Manager on a regular basis.
- Perform other relevant duties as assigned (of a similar nature or related and in the interest of the organization)
Qualifications
- Bachelor’s degree in Administration or social sciences.
- 2 years of relevant professional experience in Project administration
- Previous experience working with an international NGO in a cross-cultural setting, preferably with a large project.
- Remains productive when under pressure.
- Works collaboratively with team members to achieve results.
- Relates and works well with people of different cultures, gender and backgrounds.
- Flexibility and prepared to work additional hours
- Flexibility to continuously re-prioritize
- Ability to multi-task
- Ability to create a welcoming and comfortable environment for all staff members
- Ability to work both independently and as part of a team
- Able to respond rapidly to changing environments, yet remain productive and focused
- Strong and fast computer skills (primarily Word, Excel, and outlook)
- Prior experience as an administrator
Please note:
- This position is open only to Ugandan nationals.
- Deadline for receiving applications is 28th February 2020.
- Applications will be reviewed on a rolling basis.
The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, and Accountability. 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.
