Uganda: Office Administrator/PA to CD - National Position

Position Title: Office Administrator & Personal Assistant to CD

Reports to: Country Director

Line Management Roles: Administrative Assistant/Driver

Location of position: Country Office - Kampala Uganda

Broader role Objectives:

· As the Personal Assistant (PA) to CD the role will be accountable for ensuring quality, efficient and proactive administrative and Organisational support services to the Country Director (CD) and provide comprehensive support to the SMT inclusive of availing administrative support in grants management.

· As the Office Administrator, work closely with HR Advisor at HQ and the CD in applying best HR practices. The role is also expected to provide an oversight on the day-to-day office operations.

Main Responsibilities:

1.PA Roles;

As the PA, he/she is the first point of contact with people from both inside and outside the organisation. Tasks include but not limited to;

· Manage the Country Director’s correspondence/diary/telephone calls/travel arrangements etc. as per the CD’s directions.

· Devise and maintain office systems, including data management and filing;

· Arranging travel, visas and accommodation and, occasionally, travelling with the manager to take notes or dictation at meetings or to provide general assistance during presentations;

· Carrying out background research and presenting findings;

· Producing documents, briefing papers, reports and presentations;

· Organise and attend meetings as appropriate and ensuring the CD is well prepared for meetings;

· Liaising with clients, suppliers and other staff at all levels;

· Taking on some of the CD’s responsibilities as delegated and working more closely with SMT;

2.Office Administration and HR Roles;

As the Office Administrator, responsible for providing oversight to the management of human resources and administrative support for Retrak country programme, assist in the achievement of Retrak values and programme objectives with the facilitation of recruitment, orientation, management of staff database, office supply, staff travel and accommodation, and general administration issues in the HR / Administration Department. Tasks include but not limited to;

HR roles:

· Working closely with the HR staff in HQ, oversee and provide hands-on support to the administrative aspects of HR-related services, including providing advice to staff on general HR matters, preparation and management of contracts for local staff;

· In liaison with the respective line managers prepare staff position description, recruitment processes & contracts;

· Maintain confidentiality of staff issues including disciplinary procedures, contracts/pay rises;

· Participate in disciplinary actions, hiring and termination meetings for all staffs as necessary, advise staff (national and international) on disciplinary procedures;

· Assist in collecting monthly staff timesheets;

· Ensure all staff are evaluated regularly, IDP’s implemented and, written records of all structured evaluations are retained and constructive performance feedback given to staffs.

· Ensure HR records are kept up to date and staff personnel files are maintained.

· Draft correspondence to employees as required by the Country Director/SMT.

· Ensure and maintain a system for the tracking and monitoring of annual leave and other absences.

· Ensure and maintain a system for tracking and monitoring temporary staff contractual arrangements.

Finance & Procurement roles

· Support in the preparation and monitoring the annual operating budget for the Office;

· Oversee and support general accounting, expenditure monitoring and financial reporting for office related activities including office signatories for clearance and approval;

· Oversee and support the procurement of supplies, equipment and services including the monitoring and evaluation of vendor contracts;

· Oversee facilities maintenance, building and security, transport services and related activities; liaise with related service providers to ensure effective services;

· Liaise with Finance Manager on the organization of internal and external audits and provide necessary support in the course of the audits;

· Manage office petty cash payments

General Administrative roles:

· Responsible for managing/maintaining an up to date office filing system including staff files, staff meeting minutes, stock/inventory files and databases;

· In close liaison with the CD, respond to administrative requests from relevant governmental agencies, NGO fraternity, Donors and Private sector;

· Organise visitors to the project including accommodation, travel, program, compliance with Child Protection Policy and guided tours of the Drop in Centre;

· Organise training events in collaboration with funding agencies including booking venue, arranging program;

· Regularly review administrative processes and procedures to ensure services are delivered in the most efficient and effective manner, and in compliance with Retrak policies, procedures and within the national laws, and make recommendations for improvement; develop and implement related procedures and processes;

· Prepare and attend staff general and coordination meetings and compile the minutes as discussed and agreed upon;

· Maintain official registrations of the organisation and other related agreements, MOUss;

· Supervise the administration of transport issues including tracking and ensuring timely registration/insurance of vehicles, supervision of drivers, oversight of vehicle logbooks;

· Undertake office management responsibilities including ordering of stationery, organising building repairs, reception duties as required.

· Prepare accurate and timely weekly operations status reports to CD;

3. Grant and/or Program Management Support

· Coordinate the production of donor reports to meet stipulated deadlines (with Grant Officer, M&E Manager, Programme Team Leader and Finance Manager).

· Where appropriate support the CD in the production of concept notes, fundraising events/proposals and report writing.

· Support in administrative procedures for programme/project evaluations and research projects.

Essential Qualifications, experience and competencies:

· A degree in social sciences, business administration or equivalent qualifications.

· Minimum three years relevant experience in administration (including the administration of personnel), similar role with an NGO and accounting or finance. A good portion of this experience will be in the management of such functions.

· Knowledge of and experience with Ugandan employment law.

· Proven experience in providing high quality administrative and personal assistant services to senior level staff.

· Possess proficiency in Microsoft Office products (Word, Excel, Outlook, PowerPoint and Access)

· Excellent written and verbal communication skills of English language and at least one of the widely spoken local languages.

· Assertive and pro-active, with the ability to work on own initiative with minimum supervision complemented by sound judgment and initiative.

· Highly developed skills with personal organization, priority setting, problem solving and report writing.

· Good analytical skills with the ability to identify key points from complex material or information.

· Self-motivated, flexible and able to make judgment as to when to take the initiative on the CD's behalf.

· Excellent time management skills. The post-holder will need to manage their own time well, and the time of the CD.

· Demonstrated personal integrity and ability to deal with sensitive issues with tact, and diplomacy while maintaining complete discretion and confidentiality

· Excellent interpersonal, communications and teamwork skills, including the ability to establish and maintain effective working relationships with people of different cultural and national backgrounds.

· Experience in providing comprehensive support to staff committees and meetings

· Should be good in taking minutes and also should have an idea how to maintain an action plan tracker

· We need to keep children safe so our selection process reflects our commitment to the protection of children from abuse. Therefore should be ready to comply with Retrak’s Child Safeguarding Policy and other related Children’s Global Policies.

To get more information about Retrak, please visit our website at www.retrak.org Please submit you’re cover letter and CV, including your salary expectations for this role to this email address; Chris.Munyole@retrak.org

CVs to be reviewed on a rolling basis until a suitable candidate is got. This is position is open for Uganda nationals only.