Administration Manager - Kampala

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, Moroto, Kyaka and West Nile. 

Scope of Work:  
The Administration Manager is responsible for ensuring that the day-to-day Administration and general office management functions at the Kampala office are performed to a high standard and in accordance with IRC policies, procedures and office administration best practices. 

Under the supervision of the Deputy HR Coordinator, the Administration Manager will: 
•Provide oversight on implementation of office management policies, procedures, processes, and systems to ensure optimal support at the Kampala office. 
•Oversee and provide regular feedback and resolution on office management issues.
•Work with the Safety and Security Manager to ensure regular updates and training are provided to staff, communication tree and emergency contact information is available and overall preparedness for the Kampala office. 
•Supervise the administrative function to monitor visa processes for expatriate staff. 

Duties and Responsibilities:
Ensure smooth running of all activities in the administration section at the country office – Kampala.
•Ensure that the staff offices are maintained clean at all times and that all faulty items are worked on immediately.
•Ensure that the staff effectively make use of the biometric system machine and reports are generated on a monthly basis and share with your supervisor for progress monitoring of the system.
•Supervise all repairs and works at the Kampala offices.
•Ensure that the Baby Room is 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. 

Property/Facilities Management:
•Liaise with the landlord in the overall maintenance of the country office premises and manage facilities assets and equipment (physical work environment) and ensure that these are secure and efficiently utilized. 
•In liaison with the Supply Chain team, develop a schedule for all the tenancy agreements for the different residencies and offices and track when rent is due. 
•Receive and handle all requests for goods and services related to property management.
•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. 
•Follow up on IRC matters related to service provision on 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. 
•Take part in preparation of procurement plans for the office supplies. 
•Track and maintain an updated master database for all property in the Country Program. 
•Ensure that security deposits attached to tenancy agreements are tracked and recovered at the expiry of the tenancy agreement.  

Human Resources Management:
•Supervise the HR & Administration Assistant, Receptionist, and Cleaners.  
•In consultations with the Deputy HR Coordinator, 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).