Administration Officer

Job Description

Job Summary

To review and monitor the implementation of policies and procedures for Fleet, asset, staff accommodation, and security general office management in line with the Directorate mission.

Overall Responsibilities

1. To calendarize the different Sickle Cell Disease Project activities in line with the work plan and plan for them to happen, including sending out meeting invitations and reminders to the different team members on the project.
2. To take minutes of the different Sickle Cell Disease activities and disseminate them to the team members after, including following up on the action plan.
3. To keep track of stock of supplies and also deliver supplies to the different districts in which the Sickle Cell Disease Project is being implemented.
4. To prepare attendance sheets and mobile money forms before meetings/activities and make sure they are signed and submitted with the supporting documentation after the activities.
5. Implement the Fleet maintenance (motorvehicles and motorcycles) procedures and monitor performance and optimal utilization as per the Fleet and Transport Policy.
6. Preparation of consolidated monthly fuel consumption and fleet maintenance or vehicle requests in line with the Baylor Uganda financial manual and fleet management policy
7.  Contracts Management: Setting up procedures for tracking operational and service contracts, monitoring the performance, and advising on the renewal of the services.
8. Security management: Establishment and implementation of security controls, monitoring performance supervision and preparation of monthly security reports to the Administration & Logistics Manager
9. Develop an administration-consolidated operational procurement plan for office supplies and services and liaise with the procurement team to ensure goods and services are requested and delivered in a timely manner, in line with Baylor Foundation Uganda Office management guidelines.
10. Conducting Assets Management reviews, management of the Baylor Foundation Uganda engraving system, participating in asset verification activities to update the Asset Register
11. Handling Claims Management for the Baylor Foundation Uganda Insurance Portfolio and ensuring that claims/compensation is closed out at an acceptable time.
12. Preparation, consolidation, and allocation of monthly airtime for the staff and stakeholders; verification/reconciliation of the invoices to establish completeness and accuracy before submission to finance for payment.
13. Verification/reconciliation of all operational/administration vendor invoices and submission to finance for timely payment.
14. Coaching and continuously developing the capacity of the Finance & Administration Assistant and Fleet & Distribution Assistants to perform optimally in compliance with the Administration expectations.

Required Qualification, Experience and Competencies:

• A Bachelor’s Degree (honors) in a Business-related course or any degree oriented towards Administration. ·       Good computer skills and knowledge of computer accounting packages.·       The ability to manage a significant sizeable fleet is an added advantage.
• The job holder must have at least three (3) years of relevant working experience in Administration, fleet management, assets and general office management t in a reputable organization.
• Good interpersonal skills, communication skills and analytical skills.
• 3 Years Relevant Experience

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