Job Title:    Administrative Officer

Organisation: Aldelia Uganda

Duty Station: Kampala, Uganda

About the Company:

Aldelia is a global leading human resources company founded in 2005 and specialised in recruitment, outsourcing and payroll management services to blue-chip multinationals and fast-growing SMEs. The group operates in more than 30 countries across all industries and disciplines on four continents. Our mission is to create a better future for people by delivering compliant, world-class and innovative HR solutions to the companies and communities we serve.

Job Summary:   Reporting to the Finance and Admin Manager, the Administrative Officer is responsible for providing support for day-to-day administrative requirements and functions to the JGI 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 JGI country office, managing office maintenance, supplies, equipment and property, support and monitoring JGI Uganda compliance to local office regulations and requirements, ensuring timely submission of all returns, prepare periodic procurement plans, organize and maintain office records.

Key Duties and Responsibilities:   

• 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 JGI 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/Fleet Management.

• Contract and lease management of all JGI 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 JGI 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 Fleet management
• Ensure that all vehicles and motorcycles at JGI are in an optimal operating condition and monitor performance standards of selected garages to ensure value for money repairs.
• Ensure that the JGI motor vehicle and fleet of motor cycles are handled within JGI policies and that a comprehensive fleet report is produced with an analysis of fuel consumption and general maintenance to ensure cost effectives of operations.
• Ensure appropriate use, maintenance, and repair of the motor vehicle, motorcycles, and generators.
• Review and submit monthly fuel and repair cost reports with analysis that guides management decision-making. Key Roles and Responsibilities:

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.

 Educational Requirements:

• Bachelor’s degree in business administration, procurement, marketing, logistics, Social Sciences and other related fields.
• Post-graduate is an added advantage

Additional Knowledge and Skills: In addition to the experience and  educational requirements listed above:

• Proficient with Microsoft Office Suite or related software.
• Proficient with or the ability to quickly learn
• Filling and Information Management.
• Excellent verbal and written communication skills.
• Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
• Excellent organizational skills and attention to detail.
• Excellent negotiation skills
• Fluent in spoken and written English.
• Excellent problem-solving skills.
• Teamwork skills
• Ability and willingness to change work practices and hours in the event of working extra hours Other Attributes Necessary:
• High level of integrity.

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.