Job Summary

To effectively plan and establish adequate administrative structures, systems and processes across Baylor Uganda areas of operations in line with Baylor Uganda Administration Manual and procedures. This position requires a robust attention to the Baylor Uganda Strategic and Business Plan and up-to-date donor requirements

Overall Responsibilities

1. Planning

• Review, update and implement the Baylor-Uganda Administration Manual, aligned with eh Baylor Uganda Strategic and Business plan while putting into consideration best practices and updated standard operating procedures
• Review, update and implement systems, policies and procedures for fleet management, general office administration and assets management aligned to the Baylor Uganda Finance Manual, ICT Policy Manual and the different donor requirements
• Develop departmental annual and quarterly work plans, and budgets covering all Baylor-Uganda areas of operations
• Work with the Procurement Manager to oversee procurement and maintenance of Baylor Uganda Assets, equipment and operations supplies, including overseeing service level agreements, and vendor management.
• Develop, update and implement policies and systems for ensuring Baylor Uganda staff and stakeholder, offices and program resources safety and security
• Work with the Facilities, Procurement and ICT departments to organize joint technical support supervision to determine any field needs assessments across Baylor Uganda areas of operations
• Work with and participate in Procurement processes

1. Fleet and Asset Management

• Manage and review Baylor Uganda fixed assets management procedures across the Baylor-Uganda supported Regions and work with the Procurement and Disposal Manager to recommend disposal and replacement
• Manage, track and report on Service Level Agreements for assets insurance, maintenance and utilization including invoicing and work with the finance directorate to ensure timely payments
• Determine and standardise common administrative costs including fleet repair and maintenance costs, generator maintenance and other regular assets maintenance costs
• Plan and manage regular staff trainings on fire and safety, motorcycle/motor vehicle defensive riding
• Work with the ICT department to improve the assets management reporting, using the NAVISION ERP

1. Evaluation, Monitoring and reporting

• Set up a monitoring framework to evaluate the administrative systems and processes, staff and resources
•  On a quarterly basis, conduct a risk assessment exercise across the Baylor Uganda administration to pre-determine any inherent risks and propose mitigation measures
• Monitor, evaluate and quarterly report to the Head of Operations, the usage and performance of the Baylor Uganda assets (including the fleet, Laptops, computers and ICT equipment and fixtures)
• Monitor and report on the performance of the security systems, staff and service providers to ensure staff and program security and safety.
• Monitor and report on the resources utilization, including fuel, utility and other office consumables like stationery, drinking water, and propose recommended action.
• Manage the annual fixed asset verification across Baylor Uganda and work with the Finance Directorate to update and report on the fixed assets register in accordance with the Finance Policy guidelines.

1. Leadership and People Management

• Develop, a professional Administrative team through mentorships and coaching, delegation and setting up periodic performance objectives,
• Undertake performance appraisals
• Supervise the team for effective implementation of Baylor activities and compliance with the Administration policy and guidelines.
• Participate in proposal development processes for Continuation of Application or other Grants proposals, by providing cost estimations and vendor quotations whenever necessary
• Develop professional relationships with Baylor Uganda business stakeholders and strategic partners as part business continuity

Required Qualification, Experience and Competencies:

• ·     A Master’s Degree in Business, Logistics Management or Equivalent·     Additional qualification like CIPS/CILT will be an added advantage.·       Computer application proficiency is strongly desirable·     At least six years relevant working experience with at least two years in general office administration and fleet management in a reputable organization
• ·       Exposure to Assets Management Information Systems and principles is desirable
• ·     A Bachelor's Degree in a business-related course.
• 6 Years Relevant Experience