Job Title: Senior Administrative Officer
Department: Operations
Band: 6
Reports To: Operations Manager, Vines Project
Country/Location: Uganda/Kasese
About Catholic Relief Services: Catholic Relief Services (CRS) is an international non-governmental organization (NGO) supporting relief and development work in over 100 countries around the world. CRS carries out the commitment of the Bishops of the United States to assist the poor and vulnerable overseas. CRS’ Catholic identity is at the heart of our mission and operations, serving people on the basis of need, regardless of creed, ethnicity or nationality. CRS works through local church and non-church partners to implement its programs.
CRS has worked in Uganda since 1965, initially providing emergency assistance to Sudanese refugees living in the north. Over the years, CRS has expanded its programming to also address development needs in western, central, and eastern Uganda. CRS’ projects in Uganda currently include agriculture, health, microfinance, peacebuilding, and youth. CRS Uganda implements its programs through partnerships with local organizations, including the Catholic Church, other faith-based organizations and community entities for maximum impact and sustainability. CRS Uganda employs around 190 staff and has its main office in Kampala, with sub-offices in Yumbe, Kyangwali, and Kasese.
Project Summary:
The Vines Project, implemented by CRS Uganda, is a five-year, $13 million Food for Progress project that will make Uganda the world’s next leading supplier of high-quality vanilla. Vines will leverage the expertise of CRS and its partners to enhance the production of safe, pure vanilla and develop sustainable market links with US vanilla companies, directly transforming the lives of 16,200 farmers, 836 supply chain actors and create 15,820 new jobs to reach 32,856 vanilla stakeholders. The Vines strategy reflects best practices in sustainable development and will leave Uganda with a robust vanilla farming community resilient to the boom/bust nature of the market and a cadre of private sector agricultural extensionists to support more sophisticated production, processing, and marketing needs.
Job Summary:
The Senior Administrative Officer will be the de-facto head of field operations, coordinating the provision of responsive, effective, and efficient administrative services in support of the CRS mission to serve the poor and vulnerable. S/he will help ensure stewardship of resources and a high-quality service approach are integrated into administrative and information management systems (ICT). S/he will provide, administrative, operations, and information technology support to program staff to ensure high quality and efficient delivery of services to the people we serve.
Job Responsibilities:
Administrative support
• Manage field office level operations, ensuring efficient support to programs and managing team dynamics and staff well-being.
• Serve as the security focal point, proactively managing security and mitigate security risks to ensure a safe work environment.
• Coordinate and report on activities and required resources to ensure cost efficient and quality service to the people we serve.
• Be the custodian of Kasese office petty cash.
• Help ensure administrative systems, processes, and policies are in line with agency standards and donor and local law regulations.
• Support in ensuring efficient use of program assets and rented facilities.
• Help identify safety issues and ensuring a safe and sound work environment.
• Coordinate the provision of travel and logistics support and services to staff and visitors. Coordinate event planning activities, including delegation visits, trainings, and workshops.
Program Support
• Support the program during meetings and/or trainings by sending out invitations, making venue bookings, preparing, and ordering material required for meetings/trainings. This could include printing, binding, sorting, ordering required supplies etc.
• Support the program during trainings/meetings by taking attendance, being interlocutor with service providers, making payments to participants when applicable.
• Take notes during proceedings of meetings/trainings and generally ensure the smooth flow of events ensuring observance of SOPs in force.
Information Management Systems (ICT)
• Maintain and troubleshoot all network and computer related issues and provide support to front-end users.
• In collaboration with Kampala ICT team,
- Integrate security, physical control solutions for all confidential data and systems.
- Monitor performance and manage parameters.
- Identify security gaps and provide relevant solutions.
- Conduct electrical safety checks on computer equipment.
- Ensure appropriate upgrades and system changes are installed on all devices.
- Configure new devices for deployment in the office.
• Maintain inventory of all assets and equipment in the field office.
Typical Background, Experience & Requirements:
Education and Experience
• Bachelor’s degree in administration. Qualification in IT will be an added advantage.
• Previous experience in administrative and IT support functions will be a plus.
• Candidates must be proficient in MS Office package (Excel, Word, PowerPoint, Visio) and information management systems.
Personal Skills
• Good planning, organizational and time management skills.
• Excellent strategic, analytical, systems thinking, and problem-solving skills, with capacity to see the big picture and ability to make sound judgment and decisions.
• Strong customer service orientation with very good communication and interpersonal skills.
• Ethical conduct and ability to maintain confidentiality.
• Proactive, resourceful, solutions and results oriented.
Key Working Relationships:
Supervisory: Field based drivers
Internal: All Staff
External: Partners, Vendors, Service Providers
Agency-wide Competencies (for all CRS Staff):
These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results.
• Trusting Relationships
• Professional Growth
• Partnership
• Accountability
DISCLAIMER CLAUSE:
This job description is not an exhaustive list of skills, effort, duties and responsibilities associated with the position.
Our Catholic identity is at the heart of our mission and operations. Catholic Relief Services carries out the commitment of the Bishops of the United States to assist the poor and vulnerable overseas. We welcome as a part of our staff people of all faiths and secular traditions who share our values and our commitment to serving those in need. CRS’ processes and policies reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.
By applying to this job, I understand and acknowledge that CRS requires its staff to treat all people with dignity and respect and to actively prevent harassment, abuse, exploitation, and human trafficking. Further, I understand that if I am a successful candidate, I will be subject to a comprehensive background check, and my personal/professional references will be asked to evaluate my behaviors related to the above safeguarding related topics.
CRS Uganda is an Equal Opportunity Employer!
More Information
- Job City Kasese
