Regional Administrative Officer

Qualifications

• A bachelor’s degree in business management (Administration, Operations, Accounting, Logistics, Human Resources) or a related field.
  
• Minimum 5 years of experience in working in an international organization, including experience in business support services.
  
• Experience of reviewing and implementation of policies, procedures and guidelines.
  
• Experience of managing varied projects in HR, Finance, and Logistics/Procurement.
  
• Ability to plan and organise a substantial workload that includes complex, diverse tasks and responsibilities.
  
• Experience in context analysis, security and team management.
  
• Excellent oral and written communication skills in English and local language.
  

Fleet management.

• Provide administrative support to project team in Lira & country office in Kampala.  Liaise closely with the Country Operations Manager to coordinate some of the activities centrally like assets and stock verification, cleaning, security contracts, etc.
  
•  Optimize transportation routing & mapping to minimize costs and maximize efficiency. 
  
• Gather, analyse, and prepare relevant reports (fuel usage, fleet maintenance & facilities management and prepare/ consolidate monthly fleet running costs) and provide weekly updates to both Project Manager & Country Operations Manager for action.
  

Facilities management

• Support facilities management through coordination of Lira office to ensure office facilities are functioning properly and working environment is conducive.
  
•  Coordinate lira facilities, maintenance and repairs, generators services and maintenance.
  
• Ensuring all Lira properties are in good condition for the safety of the employees.
  

 Asset Management 

• Organize and track all organisational assets and develop organisational asset register.
  
• Coordinate with regional administrative officers to ensure every asset tracked and registered in master asset register.
  
• Co-ordinate asset disposal with project managers or project finance teams.
  

Inventory Management

• Organise stores at office and ensure that all incoming and outgoing inventory is recorded with the right documents including Delivery Notes-DN, Stock Cards- SC, Goods Received Note- GRN & Stores Requisition Notes-SRN.
  
• Ensure periodical (quarterly and mandatory end of year) physical verification of inventory/ assets with reports furnished to the Project Manager & Country Operations Manager.
  
• Bring to the attention of the Project manager & COM any variances in stock for corrective action.
  

Filing and Archiving

• Control, distribution and filing of motor vehicles logbooks and any related documents at the office and maintenance of a filing system on operations share point, in line with archiving procedures.
  

Administrative Duties 

• Participate in collecting information for procurement planning, carbon reduction strategy and any other information which is critical to the success of operations.
  
• Set goals and objectives and evaluate transport facilitators/ driver’s performance at office. Participate in the recruitment of drivers at office.
  
• Evaluate the performance of logistics vendors.