Administration Manager

Job Description

Description

Heifer International is an equal opportunity employer.  All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identity, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability.  ,

The Organization

Heifer Project International is a global non-profit organization founded in 1944 that works towards ending hunger and poverty while caring for the earth. Heifer International Uganda (HIU) began operations in 1982 and has since grown into one of the country’s leading agricultural and Community Development Organizations with focus on building pro-poor value chains that integrate youth, women empowerment and environmental sustainability. Driven by our Mission, Heifer has reached an incremental number of 4 million families in Uganda through agriculture and environmentally sound economic development programs. By 2030, Heifer Uganda’s Program goal is to support 400,000 smallholder farmers towards attaining a Sustainable Living Income and build sustainable and resilient economies.  

Function

Reporting directly to the Country Director, you will oversee daily office operations, optimize administrative processes, and play a key role in ensuring the smooth and efficient functioning of Heifer Uganda. By streamlining workflows, supporting project teams, and fostering a positive work environment, you will enhance overall organizational performance. Your overall responsibilities include developing and implementing policies for office administration, procurement, logistics and fleet management, documentation and record-keeping, asset and property management, and safety and security. Through strong leadership and strategic direction, you will guide a team of professionals, ensuring the effective utilization of resources to support all projects.

Additionally, you will coordinate administrative functions across departments and projects, manage budgets, organize logistics for events and meetings at national and international levels, and ensure compliance with regulatory requirements and Heifer policies and procedures, contributing to the organization’s overall success.

Responsibilities & Deliverables

A. Office Administration (45%)

• Develop and update policies for office administration, procurement, fleet, logistics, records, asset and property management, management, safety and security. Ensure their effective communications by orientation and refresher training to staff to help them understand the systems, policies and procedures of Heifer.
• Undertake routine and periodical review, spot checks to ensure that all Heifer offices i.e. access, fixtures, equipment, facilities, leakages, lighting are maintained and repairs are done in a timely manner. The office cleanliness and ambiance in all areas including the kitchens, washrooms are kept to required standard.
• Oversee contracts of all office equipment’s maintenance and ensure regular maintenance is up to date.
• Oversee the renewal, termination, and timely payment of all Service Level Agreements, including rental, utility bills, subscriptions, maintenance, and service contracts (e.g., photocopiers, internet, and machinery servicing). Maintain a comprehensive administration work plan and monitoring schedule to ensure efficiency and compliance.
• Ensure storage management and disposal of old records beyond requirement under the donor or government regulation.
• Arrange for office space and other logistics requirements for all staff by ensuring new staff, hosting, partners have appropriate space, equipment, and supplies for work.
• Ensure all travel requests for national and international travels including booking vehicles and accommodation, purchasing tickets and travel insurance, arranging visas, etc. are followed up in timely manner.
• Oversee workshops, visitors and other events as required and venues or space is fit for purpose
• Prepare for and coordinate various office social activities, i.e. team building, staff retreat, sickness visit, funerals, new born baby visit, etc.
• Coordinate and work closely with project teams on office, inventory, vehicles, and motorbikes management, ensuring all vehicle and motorbikes insurances are up to date and appropriate
• Preparing administrative budgets, monitor expenditures, provide monthly variances to the budgets and carry out budget reforecasts as per guidelines.
• Taking the initiative in collecting feedback from staff and working to continuously improve the quality of the logistics service through staff satisfaction survey questionnaires and other feedback methods.
• Responsible for managing and following up on Heifer International visitors needs including emergencies, finding their way around the country among other needs.

B. Procurement (25%)

• Oversee all procurement activities, ensuring adherence to Heifer’s procurement policies and procedures while keeping documentation up to date and compliant.
• Ensure project leads and budget holders submit quarterly and annual procurement plans, proactively initiating discussions to align procurement planning with budgetary requirements.
• Support the prequalification process of suppliers, ensuring that only prequalified vendors are engaged unless upon special authorisation.
• Review procurement analysis reports quarterly with budget holders, providing feedback and identifying issues to develop effective solutions.
• Facilitate the bidding and tendering process for suppliers, working closely with the procurement committee while ensuring compliance with established procedures.
• Assist budget holders and project teams in processing supplier payments and handling all administration-related payments, ensuring compliance with internal controls and financial regulations.
• Assess the performance of service providers and vendors by conducting an annual staff satisfaction survey on hotels and other service providers, providing recommendations to the Country Director based on findings.

C. Assets and Property Management (10%)

• Monitor office stocks, equipment, assets, vehicles, and motorbikes according to policy and work with the finance directorate to code and conduct periodic inventory counts as required by policy.
• Manage assets register by working closely with project leads to label of all assets.
• Quarterly reconciliation of all assets registers with accounting ledger and submit to the Finance Director for sign off.
• Carry out physical asset’s verification minimum once a year and before project close. Regular review of asset disposal and submit recommendation at least twice yearly.
• Conduct regular spot checks on stock – stationary, monthly office supplies and sign off.
• Coordinate assets hand over process which include approval by donor and handover to beneficiary with project leads at least 3 months prior to close of project.
• Prepare periodically reports on inventory, stationary, supplies, kitchen supply, vehicle and motorbike maintenance and its cost analysis.
• Support staff, communicate to relevant authorities in the event of any property loss from staff or with in any Heifer office and follow up for replacement as per policy.

D. Fleet and Logistics Management (10%) 

• Monitor all offices stock, equipment, assets, vehicles, and motorbikes in accordance with policy, collaborating with the finance team to assign codes and conduct periodic inventory counts as required.
• Maintain and manage the asset register by working closely with project leads to ensure proper labeling of all assets.
• Conduct quarterly reconciliation of all asset registers with the accounting ledger and submit reports to the Finance Director for approval.
• Perform physical asset verification for all projects at least once a year and before project closure. Regularly review asset disposal processes and submit recommendations at least twice a year.
• Conduct routine spot checks on stock, including stationery and monthly office supplies, and authorize replenishment as needed.
• Oversee the asset handover process, ensuring donor approvals and coordination with project leads to transfer assets to beneficiaries at least three months before project closure.
• Prepare periodic reports on inventory, stationery, office supplies, kitchen supplies, vehicle and motorbike maintenance, and provide cost analysis.
• Support staff in reporting property losses, communicate with relevant authorities, and facilitate replacements as per policy guidelines.

E. Office Safety and Security (5%

• Provide capacity-building support and training to project and cluster offices, ensuring they are equipped with necessary safety and security tools. Maintain and update staff and partner contact lists on a monthly basis.
• Organize and facilitate safety and security training sessions, including first aid and fire safety, as needed.
• Coordinate orientation for new staff and visitors, ensuring compliance with safety and security policies and procedures.
• Ensure guard company contracts are up to date, aligned with operational needs, and meet contractual obligations

F. Any Other Duties (5%) 

Minimum Requirements

• A Bachelor’s Degree in Business Management, Administration, Supply Chain Management, Logistics, Procurement, or a related field. A Master’s degree will be an added advantage.
• A minimum of 8 years of practical experience in administration, procurement, asset and inventory management, facility management, security protocols, and vehicle management within an international organization.
• Must possess strong managerial and leadership abilities, with at least 5 years of supervisory experience.

Preferred Requirements

• A professional certification in procurement or logistics will be an added advantage.

Key Behavioural Competencies 

• Accountability  
• Professional Excellence  
• Humility  
• Customer Orientation  
• Empathy  
• Innovation 

Deadline for Application: 25th March 2025 

CLICK HERE TO APPLY