Job Details of Administrative Officers

Job description

JOB DETAILS:
Background: Established in 1999, War Child Canada (WCC) is an internationally recognized charity organization registered in Toronto, Canada, dedicated to helping children and their communities overcome the devastating effects of war.

Our Vision: is “Accelerating Peace by Disrupting the Cycle of Violence”

Our Mission: is “Driving Generational Change For The Hardest Hit By Investing In The Power Of Local Communities”
Since being founded, WCC has worked in 20 countries across the world and currently operational in Afghanistan, Yemen, South Sudan, Sudan, Democratic Republic of Congo (DRC), and Uganda.

War Child Canada implements an integrated education, livelihoods, and access to justice program in Uganda. War Child Canada’s Education program aims to increase demand for education through a strong community engagement and strengthen education supply by strengthening the capacity of Alternative Education Program (AEP) host schools and BTVETs on gender and age sensitivity education at Lower Secondary AEP, Business, Technical, Vocational Education and Training (BTVET) and university level. War Child Canada’s protection/access to justice program in Uganda is aimed at contributing towards improving the protection of refugee and host community women and children against violence, through the provision of direct free legal aid services and psychosocial support. Our opportunities/livelihood program component aims at strengthening the economic empowerment of vulnerable refugee and host community women, girls and youth through vocational skills and entrepreneurship development, and income generation and employment opportunities. Our current districts of operation are: Adjumani, Arua, Obongi, Yumbe, Koboko, Isingiro, Lamwo, Kikuube, Koboko and Kamwenge districts.
Position Title: Administrative Officer
Number of positions: 02
Position Grade: G0-G2
Duty Station: Isingiro & Arua
Contract Terms: 12 months
Reporting to: Regional Coordinator
Key Relationships: Logistics & Security Manager, Human Resource Manager, Senior Manager- Finance & Administration

Position Summary: The Administrative Officer helps and support in the provision and maintenance of a positive working environment for War Child Canada’s Uganda country/Regional office, programs and operations through excellent client service in the areas: Procurement, Logistics, Fleet, Storage, Equipment, Security and General office Administration.

Major roles and Responsibilities:
Generic responsibilities
• Implements War Child Canada’s Human Resource, Administrative and Logistics systems and procedures at country /regional/field level.
• Ensure adherence to War Child Canada’s policies and the national labor law in all processes and procedures

• Prepares and submits periodic and monthly reports as appropriate & needed
• Procurement and Logistics:
• Organize the procurement of items based on authorized PRFs as requested by the budget holder and ensure correct War Child Canada procedures are followed according to approved thresholds;
• Ensure quality of goods and services procured by taking a proactive role in discussing the technical specifications on the PRF, organizing visits to suppliers with programs and proper verification at the point of delivery whilst involving the end user department

• Ensure that minimum infrastructure requirements are availed (power, NWSC, internet)
Fleet:
• Ensure management of vehicle fleet is in line with WCC guideline, and ensure appropriate allocation and safe, economical use of vehicles throughout programmes and ensure servicing and maintenance schedules are adhered to;
• Supervise vehicle log scheduling and allocation in order to optimally serve the needs of programmes;

• Update and supervise vehicle (car and motorcycle) maintenance planning;
• Monitor fuel consumption of WCC vehicles and motorcycles and prepare a monthly fuel accountability report and submit the same in time to country office logistics team;
• Ensure WCC safety regulations are adhered to by both drivers and passengers at all times;
• Ensure that all WCC vehicles are fully kitted out with first aid box, toolbox, fire extinguisher, valid vehicle documents and insurance, vehicle folder, rescue kits, jack, spare tires etc.
Storage:
• Ensure proper stock management for all offices in the region;
• Ensure proper handling and documentation of all consignments coming in or out from country office and other offices in the region;
• Ensure all the documentation relation to stock in and out are in place;
• Keep a well updated stock card;
Equipment:
• Ensure that the master assets register is maintained and updated and share all the updates with the country office logistics team;
• Ensure that all WCC assets in the region and at partner offices are being used and maintained according to WCC policy guideline
Security:
• Monitor security information and networks and ensure that security information is disseminated appropriately and effectively through to country office;
• Participate actively in internal and external security meetings
Supervisory responsibilities:
• The position line manages Drivers and guards in the region
General Administration responsibilities:
• Contributes to initiatives and processes that contribute to a high-performing department and organization, including but not limited to, staff feedback mechanisms, staff surveys, complaints mechanisms, team building and other activities;
• Ensures that office environment is clean, safe, attractive and conducive at all times, including timely opening and closing
• Manages correspondence and arrange for travel and accommodation of visiting stakeholders.
• Maintain a system / database for recruitment and trainings for the Regional/Field Office;
• Supports trainings and implementation on key policies (Code of Conduct, and PSEA (Protection from Sexual Exploitation and Abuse), Internal Regulation and HR Standard Operating Procedures;
• Supports in on boarding and off boarding procedures at the regional office;
• Working closely with the Regional Coordinators/ Project Managers and Team Leads, support and ensure unified operational systems, and document best practices, lesson learned and success stories.

Knowledge, Skills, and Experience
• A Degree in either: Procurement & Supply Chain Management or Procurement & Logistics Management,
• Professional course in CIPS at least Level 4 is an added advantage.
• Minimum 2-4 years’ experience an INGO set up preferably Emergency context.

Skills and Abilities:
• Ability to work with minimal supervision under pressure and meet deadlines.
• Good reporting skills.
• Ability to work in a team and good interpersonal skills.

How To Apply

Interested applicants are invited to send a curriculum vitae and an accompanying cover letter only as one document electronically to: Email: jobs_uganda@warchild.ca
Please ensure your application email has the subject heading of ‘Administrative Officer – [insert your name]’ War Child Canada is committed to providing a work environment in which all individuals are treated with respect and dignity. Final candidates will be vetted in accordance with War Child Canada’s Child Safeguarding Policy, including appropriate reference and security checks.
For more information about War Child Canada, please visit www.warchild.ca 
While we thank all applicants for their interest in working with War Child Canada, only shortlisted applicants will be contacted. War Child Canada is an equal opportunity employer.