Administrative and Liaison Officer 347 views0 applications


JOB DESCRIPTION

Job Title: Administrative and Liaison Officer **

Division: Administration

Location: Kampala, Uganda

Primary Purpose

This position is responsible for managing and implementing the administrative, financial, compliance, external relations and liaison functions of the CWS branch office in Kampala Uganda and to support USRAP activities in Uganda. The position will coordinate office operations and procedures to ensure organizational effectiveness, efficiency and safety. This position ensures that CWS is strategically positioned in Uganda, and is responsive to programmatic priorities and compliant with statutory requirements. The incumbent for this position is required to take initiative, work independently and with minimal supervision, have a broad knowledge of CWS and RSC Africa, and ensure efficiency of CWS operations in Uganda.

Supervision

This position directly reports to the Management and Training Coordinator based in Nairobi, Kenya and works closely with RDP’s Finance Coordinator.

Essential Duties

  1. Administrative functions:
  2. Manages and operates the CWS branch office in Kampala Uganda and ensure effective and efficient running of office operations.
  3. Organizes and ensures that overall administrative functions (office management, logistics, property, and procurement) of the CWS branch office in Kampala are professional, effective and efficient.
  4. Negotiates contracts and service agreements with vendors and contractors and maintains good working relationship with external actors, vendors, contractors and other stakeholders.
  5. Maintains a filing system for the administrative documents of the CWS branch office in Kampala that facilitates easy retrieval of the documents.
  6. Maintains schedule of CWS property and ensure that adequate security is in place against theft or damage.
  7. Maintains a thorough working knowledge of the USRAP, keeps an up-to-date knowledge of the current and planned circuit rides and deployments to Uganda, and provides logistical and other support to CWS missions, circuit rides and deployments to Uganda.
  8. In coordination with the Nairobi-based Management and Training Coordinator and the Procurement Department, participates in purchasing and procurement functions for CWS Uganda, and liaises with suppliers to procure quality, cost effective and timely supplies, equipment and services.
  9. Performs quarterly stock-take of inventory and prepares and submits a report on variances.

· Provides recommendation on replacement/purchase of new equipment as required.

· Reviews monthly invoices for local service providers and ensures correct rates are being charged and also identifies local versus regional expenses.

  • Ensures adequate insurance coverage in compliance with the laws of Uganda and in conjunction with the Nairobi-based Administration Coordinator and the Deputy Director for Administration.

· Arrange ground transportation for CWS visitors, including BPRM VIPs, as needed.

  1. Finance and accounting functions:

· Prepares all financial records, reports and statements for CWS Uganda and submits them to Nairobi in a timely manner.

· Assists in the preparation and revision of the annual budget for the Uganda CWS operations.

  • Develops methodologies to ensure quality control and maintenance of supporting documentation of all financial transactions in accordance with the Finance policy and procedure manual.

· Monitors monthly expenses and submits monthly cash projections for the Uganda operation to Nairobi so as to maintain sufficient funds for CWS operations in Uganda.

· Coordinates with the Nairobi-based Finance Coordinator as needed to prepare for annual external audit, organizes relevant documents and reports for the annual audit, responds to auditors’ queries and supports the audit process as requested.

  • Ensures monthly bank reconciliations are done on time and accurately.
  • Manages the petty cash, maintains and updates the petty cash records and requests for petty cash replenishment as needed to ensure smooth running of the branch office and field operations.
  • Compliance:
  • Ensures all administrative functions for the CWS Uganda operations are compliant with the existing administration SOPs, other policies and guidance.
  • Ensures that CWS Uganda is in compliance with the NGO Act, the Uganda labour laws and other government policies and regulations.
  • Ensures all statutory remittances and reports are filed with the relevant authorities in a timely manner.
  • Puts in place systems and mechanisms to ensure compliance with CWS policies, procedures guidelines, and monitors compliance and adherence to the SOPs.
  • Representation, External Relations and Liaison
  • Maintains regular communication with the Senior Management Team based in Nairobi, Kenya.
  • Maintains collaborative and productive working relationships with partners, the government of Uganda and other stakeholders.
  • Acts as the liaison between CWS and the government of Uganda.

· Conducts periodic in-country and regional work travels to maintain strong relations with partners and other stakeholders.

· Represents CWS in the community and acts as point of contact for community stakeholders.

  1. General:

· Understand and remains updated on government policy changes, the security situation and the general operational environment which affect or impact the CWS operations in Uganda

· Provides support to the CWS management and operations as requested

· Performs any other duties which may be assigned.

Qualifications

Education:

  • Bachelor’s degree in Business Administration or related field; or five (5) years of paid work experience in lieu of a Bachelor’s Degree is required

· Master’s degree in a related field of study is preferred.

Experience:

  • Five years of related work experience with increasing responsibilities is required.
  • Two years’ experience in the INGO sector and particularly with humanitarian organizations providing services to refugees is preferred.
  • Experience ensuring compliance with government-funded and/or US government funded projects is preferred.

Knowledge/Skills:

· Basic accounting knowledge and experience is required.

· Knowledge of financial management, banking, auditing and internal controls methodologies.

· Excellent skills in MS Word, Excel, Access and experienced with accounting software systems.

· Demonstrated written and verbal English skills;

· Committed to and conform with the organization’s mission.

Abilities:

The Administrative Officer must have the ability to:

· Maintain the confidentiality and integrity of program, accounting and budget information;

· Exercise good judgement and seek guidance as appropriate when confronted with unanticipated problems;

· Communicate effectively both verbally and in writing;

· Follow instructions from the Supervisor with a positive and receptive attitude;

· Deal effectively and courteously with a large number of associates, outside agencies, refugees and members of the general public;

· Conduct oneself in a professional and courteous manner to represent the best interests of RSC Africa and CWS/IRP;

· Maintain a high performance standard with attention to detail;

· Carry out all of the duties of the position efficiently and effectively with minimal supervision;

· Work independently and contribute to overall operations of CWS Africa;

· Take initiative in the development and completion of projects;

· Lead others and address issues as they arise;

· Maintain strict confidentiality with CWS Africa administrative and operational information;

· Manage a large and diverse workload under pressure with competing priorities;

· Analyse and solve complex problems and make sound decisions;

· Work well as a team in a multi-cultural environment while maintaining a high level of motivation;

· Effectively manage CWS Africa’s resources;

· Manage large and diverse workload under pressure with competing priorities;

· Actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).

Working Conditions

Physical: This position requires bending, squatting, sitting, standing, walking, pushing/pulling, handling objects (manual dexterity), reaching above shoulder level, using fine finger movements and lifting/carrying moderate loads.

Environmental: Normal office working conditions.

Special Requirements

A background check which includes references and an educational and criminal check is required before the start of employment. A valid passport and the ability to maintain a valid passport throughout the entire appointment is required, which includes having enough passport pages for travel. The candidate should be of good health, willing and able to travel extensively in often difficult conditions, and have a high degree of flexibility. Must have proof of Yellow Fever vaccination before traveling for RSC Africa. Employee will be entrusted with the receipt, custody and payment of money.

Licensing/Certification

None

Competencies

Communication

Ensure effective exchanges of information with others. Examples of skills and behaviors include speaking to others respectfully; expressing ideas in a logical, organized way; sharing information appropriately; and clarity and conciseness in written communication.

Relationships

Ensure constructive and supportive interactions with others. Examples of skills and behaviors include being positive and supportive when working with others; sharing information and resources freely; resolving conflict constructively; and proactively working to remove obstacles to success for others.

Job Knowledge

Utilize and apply job related knowledge to complete job tasks at a level that meets or exceeds expectations. Examples of skills and behaviors include utilizing job knowledge to solve problems or develop new approaches; maintaining or enhancing skills through continuing education; and taking on projects that will develop or enhance skills.

Teamwork

Work effectively and contribute as a member of a team. Examples of skills and behaviors include supporting other team members by sharing information; covering the work of others during absences, vacations etc.; and actively participating in developing ideas for ways to increase team effectiveness.

Problem Solving

Analyze information and develop solutions to challenges that arise during the course of performing a job. Examples of skills and behaviors include researching and collecting facts; defining the issues and the parties affected; formulating options/solutions for addressing the problem; and engendering support for and implementing the solution.

Operational Leadership

Successfully lead a group to achieve operational goals. Examples of skills and behaviors include priority setting; timely decision making; planning and organizing; delegation; and managing and measuring work.

Building and Leading Effective Teams

Earn the respect of team members, create strong morale and spirit on the team and utilize the unique skills of all team members. Examples of skills and behaviors include managing diverse relationships; flexibility; being open and receptive; running effective team meetings; and exhibiting integrity and trustworthiness.

Strategic Leadership

Accurately anticipate future consequences and trends and translate them into the fulfillment of workable strategies and plans. Examples of skills and behaviors include problem solving; dealing with ambiguity, creativity; innovation management and business acumen.

More Information

  • Job City Kampala
  • This job has expired!
Share this job


The Resettlement Support Center (CWS RSC Africa) operates a US refugee resettlement program in sub-Saharan Africa through a Cooperative Agreement with the Department of State/Bureau of Population, Refugees and Migration.

CWS RSC Africa is responsible for the preparation of refugee case files for adjudication by US Citizenship and Immigration Services (USCIS) officers, as well as the out-processing and cultural orientation of all approved cases. CWS RSC Africa is administered by the Church World Service Immigration Refugee Program (CWS/IRP) and is based in Nairobi, Kenya.

0 USD Kampala CF 3201 Abc road Full Time , 40 hours per week Church World Service – CWS RSC Africa

JOB DESCRIPTION

Job Title: Administrative and Liaison Officer **

Division: Administration

Location: Kampala, Uganda

Primary Purpose

This position is responsible for managing and implementing the administrative, financial, compliance, external relations and liaison functions of the CWS branch office in Kampala Uganda and to support USRAP activities in Uganda. The position will coordinate office operations and procedures to ensure organizational effectiveness, efficiency and safety. This position ensures that CWS is strategically positioned in Uganda, and is responsive to programmatic priorities and compliant with statutory requirements. The incumbent for this position is required to take initiative, work independently and with minimal supervision, have a broad knowledge of CWS and RSC Africa, and ensure efficiency of CWS operations in Uganda.

Supervision

This position directly reports to the Management and Training Coordinator based in Nairobi, Kenya and works closely with RDP’s Finance Coordinator.

Essential Duties

  1. Administrative functions:
  2. Manages and operates the CWS branch office in Kampala Uganda and ensure effective and efficient running of office operations.
  3. Organizes and ensures that overall administrative functions (office management, logistics, property, and procurement) of the CWS branch office in Kampala are professional, effective and efficient.
  4. Negotiates contracts and service agreements with vendors and contractors and maintains good working relationship with external actors, vendors, contractors and other stakeholders.
  5. Maintains a filing system for the administrative documents of the CWS branch office in Kampala that facilitates easy retrieval of the documents.
  6. Maintains schedule of CWS property and ensure that adequate security is in place against theft or damage.
  7. Maintains a thorough working knowledge of the USRAP, keeps an up-to-date knowledge of the current and planned circuit rides and deployments to Uganda, and provides logistical and other support to CWS missions, circuit rides and deployments to Uganda.
  8. In coordination with the Nairobi-based Management and Training Coordinator and the Procurement Department, participates in purchasing and procurement functions for CWS Uganda, and liaises with suppliers to procure quality, cost effective and timely supplies, equipment and services.
  9. Performs quarterly stock-take of inventory and prepares and submits a report on variances.

· Provides recommendation on replacement/purchase of new equipment as required.

· Reviews monthly invoices for local service providers and ensures correct rates are being charged and also identifies local versus regional expenses.

  • Ensures adequate insurance coverage in compliance with the laws of Uganda and in conjunction with the Nairobi-based Administration Coordinator and the Deputy Director for Administration.

· Arrange ground transportation for CWS visitors, including BPRM VIPs, as needed.

  1. Finance and accounting functions:

· Prepares all financial records, reports and statements for CWS Uganda and submits them to Nairobi in a timely manner.

· Assists in the preparation and revision of the annual budget for the Uganda CWS operations.

  • Develops methodologies to ensure quality control and maintenance of supporting documentation of all financial transactions in accordance with the Finance policy and procedure manual.

· Monitors monthly expenses and submits monthly cash projections for the Uganda operation to Nairobi so as to maintain sufficient funds for CWS operations in Uganda.

· Coordinates with the Nairobi-based Finance Coordinator as needed to prepare for annual external audit, organizes relevant documents and reports for the annual audit, responds to auditors’ queries and supports the audit process as requested.

  • Ensures monthly bank reconciliations are done on time and accurately.
  • Manages the petty cash, maintains and updates the petty cash records and requests for petty cash replenishment as needed to ensure smooth running of the branch office and field operations.
  • Compliance:
  • Ensures all administrative functions for the CWS Uganda operations are compliant with the existing administration SOPs, other policies and guidance.
  • Ensures that CWS Uganda is in compliance with the NGO Act, the Uganda labour laws and other government policies and regulations.
  • Ensures all statutory remittances and reports are filed with the relevant authorities in a timely manner.
  • Puts in place systems and mechanisms to ensure compliance with CWS policies, procedures guidelines, and monitors compliance and adherence to the SOPs.
  • Representation, External Relations and Liaison
  • Maintains regular communication with the Senior Management Team based in Nairobi, Kenya.
  • Maintains collaborative and productive working relationships with partners, the government of Uganda and other stakeholders.
  • Acts as the liaison between CWS and the government of Uganda.

· Conducts periodic in-country and regional work travels to maintain strong relations with partners and other stakeholders.

· Represents CWS in the community and acts as point of contact for community stakeholders.

  1. General:

· Understand and remains updated on government policy changes, the security situation and the general operational environment which affect or impact the CWS operations in Uganda

· Provides support to the CWS management and operations as requested

· Performs any other duties which may be assigned.

Qualifications

Education:

  • Bachelor’s degree in Business Administration or related field; or five (5) years of paid work experience in lieu of a Bachelor’s Degree is required

· Master’s degree in a related field of study is preferred.

Experience:

  • Five years of related work experience with increasing responsibilities is required.
  • Two years’ experience in the INGO sector and particularly with humanitarian organizations providing services to refugees is preferred.
  • Experience ensuring compliance with government-funded and/or US government funded projects is preferred.

Knowledge/Skills:

· Basic accounting knowledge and experience is required.

· Knowledge of financial management, banking, auditing and internal controls methodologies.

· Excellent skills in MS Word, Excel, Access and experienced with accounting software systems.

· Demonstrated written and verbal English skills;

· Committed to and conform with the organization’s mission.

Abilities:

The Administrative Officer must have the ability to:

· Maintain the confidentiality and integrity of program, accounting and budget information;

· Exercise good judgement and seek guidance as appropriate when confronted with unanticipated problems;

· Communicate effectively both verbally and in writing;

· Follow instructions from the Supervisor with a positive and receptive attitude;

· Deal effectively and courteously with a large number of associates, outside agencies, refugees and members of the general public;

· Conduct oneself in a professional and courteous manner to represent the best interests of RSC Africa and CWS/IRP;

· Maintain a high performance standard with attention to detail;

· Carry out all of the duties of the position efficiently and effectively with minimal supervision;

· Work independently and contribute to overall operations of CWS Africa;

· Take initiative in the development and completion of projects;

· Lead others and address issues as they arise;

· Maintain strict confidentiality with CWS Africa administrative and operational information;

· Manage a large and diverse workload under pressure with competing priorities;

· Analyse and solve complex problems and make sound decisions;

· Work well as a team in a multi-cultural environment while maintaining a high level of motivation;

· Effectively manage CWS Africa’s resources;

· Manage large and diverse workload under pressure with competing priorities;

· Actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).

Working Conditions

Physical: This position requires bending, squatting, sitting, standing, walking, pushing/pulling, handling objects (manual dexterity), reaching above shoulder level, using fine finger movements and lifting/carrying moderate loads.

Environmental: Normal office working conditions.

Special Requirements

A background check which includes references and an educational and criminal check is required before the start of employment. A valid passport and the ability to maintain a valid passport throughout the entire appointment is required, which includes having enough passport pages for travel. The candidate should be of good health, willing and able to travel extensively in often difficult conditions, and have a high degree of flexibility. Must have proof of Yellow Fever vaccination before traveling for RSC Africa. Employee will be entrusted with the receipt, custody and payment of money.

Licensing/Certification

None

Competencies

Communication

Ensure effective exchanges of information with others. Examples of skills and behaviors include speaking to others respectfully; expressing ideas in a logical, organized way; sharing information appropriately; and clarity and conciseness in written communication.

Relationships

Ensure constructive and supportive interactions with others. Examples of skills and behaviors include being positive and supportive when working with others; sharing information and resources freely; resolving conflict constructively; and proactively working to remove obstacles to success for others.

Job Knowledge

Utilize and apply job related knowledge to complete job tasks at a level that meets or exceeds expectations. Examples of skills and behaviors include utilizing job knowledge to solve problems or develop new approaches; maintaining or enhancing skills through continuing education; and taking on projects that will develop or enhance skills.

Teamwork

Work effectively and contribute as a member of a team. Examples of skills and behaviors include supporting other team members by sharing information; covering the work of others during absences, vacations etc.; and actively participating in developing ideas for ways to increase team effectiveness.

Problem Solving

Analyze information and develop solutions to challenges that arise during the course of performing a job. Examples of skills and behaviors include researching and collecting facts; defining the issues and the parties affected; formulating options/solutions for addressing the problem; and engendering support for and implementing the solution.

Operational Leadership

Successfully lead a group to achieve operational goals. Examples of skills and behaviors include priority setting; timely decision making; planning and organizing; delegation; and managing and measuring work.

Building and Leading Effective Teams

Earn the respect of team members, create strong morale and spirit on the team and utilize the unique skills of all team members. Examples of skills and behaviors include managing diverse relationships; flexibility; being open and receptive; running effective team meetings; and exhibiting integrity and trustworthiness.

Strategic Leadership

Accurately anticipate future consequences and trends and translate them into the fulfillment of workable strategies and plans. Examples of skills and behaviors include problem solving; dealing with ambiguity, creativity; innovation management and business acumen.

2021-03-18

NGO Jobs in Africa | NGO Jobs

Ngojobsinafrica.com is Africa’s largest Job site that focuses only on Non-Government Organization job Opportunities across Africa. We publish latest jobs and career information for Africans who intends to build a career in the NGO Sector. We ensure that we provide you with all Non-governmental Jobs in Africa on a consistent basis. We aggregate all NGO Jobs in Africa and ensure authenticity of all jobs available on our site. We are your one stop site for all NGO Jobs in Africa. Stay with us for authenticity & consistency.

Stay up to date

Subscribe for email updates

March 2024
MTWTFSS
« Jan  
 123
45678910
11121314151617
18192021222324
25262728293031
RSS Feed by country: