Organisation: International Fertilizer Development Center (IFDC)

Salary: UGX 5,377,726 /= monthly

Duty Station: Kampala, Uganda

Reports to: Country Director, IFDC Uganda Office

About US:

The International Fertilizer Development Center (IFDC) is an independent non-profit organization that combines innovative research, market systems development, and strategic partnerships to spread sustainable agricultural solutions for improved soil health, food security, and livelihoods around the world.

Job Summary:   The Administrative Officer will provide support to the Country Director in-country administration issues while working closely with the Country Procurement Officer by performing an oversight role in the administrative management of the country office and ensuring uniformity and compliance with IFDC policies. She/he is responsible for managing, coordinating, and directing the country office’s work in Administration and support such as travel, inventory, vehicles, and drivers.

Key Duties and Responsibilities:

Administrative and Facilities:

• Serve as the first point of contact for IFDC Uganda office. Oversee guests, manage and direct office mailing and communication.
• Ensure routine maintenance of the office facility and ensure the office meet the required security and health standard.
• Plan and execute regular and emerging office meetings and events.
• Develop and implement contextually appropriate and necessary office policies and guidelines alongside appropriate departments (Finance, HR, IT, etc)
• Work closely with HR team to prepare for and be ready to promptly respond to emergent situations.
• Support in the onboarding process for new admin staff
• Responsible for arranging and coordinating in-house and off-site conferences, retreats and other official staff events.
• Support the Country Director in the coordination of staff meetings.
• Maintain regular and timely communication with global teams on country administrative and operational matters.
• Oversee the use of IFDC rooms for staff events (e.g. conference and small meeting rooms) and equipment (e.g. projector, speakers, cameras etc) and ensure they are in good functioning condition.
• Coordinating the office administrative errands.
• Responsible for receiving all goods procured in the country and ensure procured goods meet all specifications by requester.
• Control and manage IFDC equipment, (disposal, inventory and manage fleet of vehicles)
• Oversee the administration and management of service provider contracts and management of office supplies.
• Oversee screening and conducting due diligence for all pre-qualified suppliers and vendors.

Staff Travel:

• Coordinate the stay and visit of office visitors to ensure they are well taken care of pre and during their visit; Arrange travel and hotel reservations, purchase flight tickets, for project staff on official trips and project activities.
• Handle staff Insurance (Health insurance and Group life/Group Accident Insurances)
• Coordinate and assist in the logistics arrangements for local and international travel documentation such as visa, passports, accommodation, bus/vehicle hires etc.
• Contribute to on-going improvement of travel policy and processes.
• Work in tandem with AdTrav travel agency to support travel arrangements for IFDC employees and guests. Administer IFDC’s internal travel approval process and act as a liaison for the coordination of travel with travel agent and employee.
• Be the focal point person for visa application processes, accommodation, and local transportation for IFDC visiting staff.

Compliance and Registration:

• Ensure IFDC Office remains compliant and maintains the necessary registrations and licensees with regulatory bodies, country permits and the government.
• Work closely with the appointed immigration consultant/staff to manage Other Country Nationals visa and work permit processes. Keep record of staff visa and work permits timelines and renewal dates.
• Provide periodic administration reports or as per the need to the Country Director; and
• Perform any other duties deemed necessary and requested by the supervisors.

Other Responsibilities:

• Ensure that the office is stocked with necessary supplies and all equipment is working and properly maintained.
• Supervise all the IFDC Drivers and Administration Assistants (if any)
• Prepare, process, and maintain contract agreements for service vendors, and complete required inspection, quality assurance testing, invoice processing and contract closeouts.
• Schedules appointments and meetings for the Country Director.
• In close collaboration with the project administration officer, ensure general day-to-day project administration, including but not limited to purchase of equipment and services, organization of travels, logistics for project activities.
• Provide support to the Country Director on all other administrative issues (schedule appointments and meetings).

Qualifications, Skills and Experience:

• The applicant must hold a Bachelor’s degree in business administration, Business Management, Administration, supply chain management or any other closely related field.
• A certification in office administration is plus.
• Seven years of practical experience in office management or similar post in the NGO sector.
• Strong computer skills with experience in MS Office software, communication tools (e.g teams, zoom), and Internet.
• Proficiency in English, both in verbal and written communication.
• Ability to communicate in French, as a second language, would be a definite advantage
• Ability to work independently under pressure and meet tight deadlines.
• Ability to work in a multidisciplinary and international environment.
• Strong interpersonal skills, team player with the ability to maintain effective work relationships.
• Previous experience as an Administrative Officer or any relevant experience.
• Excellent communication skills with the ability to express ideas clearly, logically, and effectively.
• Ability to assess priorities and work on own initiative.
• Great organizational skills and attention to detail in operationalization of administrative tasks.
• Good communication and interpersonal skills.
• Strong sense of integrity and personal commitment to the achievement of goals.
• Good teamwork skills