Regional Administrative Officer job at SNV

Job Description

Job Summary

The Regional Administrative Officer is part of Operations team within the country. The role holder will focus on providing administration & logistical support services in the lira office while ensuring availability and quality of logistics to fully support SNV operations. The Regional Administrative Officer supports, guides and directs projects in administration & logistics support functions at Lira office. He/she requires strong logistical planning skills, the ability to multitask, and a focus on efficiency and cost-effectiveness. Must be dynamic and efficient. He/she should fit into a busy office and be well organised and reliable.  He/she should ensure efficient, effective, punctual, and timely support in Administration, Logistics and Fleet functions at lira, to create optimal, preconditions for efficient and effective execution of specific tasks. He/she will report directly hierarchically to the Project Manager with a dotted reporting line to the Country Operations Manager.

Key Duties & Responsibilities

Fleet management.

• Provide administrative support to project team in Lira & country office in Kampala.  Liaise closely with the Country Operations Manager to coordinate some of the activities centrally like assets and stock verification, cleaning, security contracts, etc.
•  Optimize transportation routing & mapping to minimize costs and maximize efficiency. 
• Gather, analyse, and prepare relevant reports (fuel usage, fleet maintenance & facilities management and prepare/ consolidate monthly fleet running costs) and provide weekly updates to both Project Manager & Country Operations Manager for action.
• Anticipates delivery challenges to ensure service continuity.
• Ensures issues are escalated in a timely manner through the right channel, when necessary, to ensure full logistical support.
• He / she prepares monthly lira fuel and mileage reports.
• He / she consolidates all the office monthly running costs for further action by the Project Manager & Country Operations Manager.
•  He / she prepares summary of incidents and actions taken, insurance of fleet/ assets, incident reporting and follow-up fleet acquisition planning, ensure weekly checking of vehicle logbooks to confirm usage and authorization of journeys.
•  Ensure that contracts for fuel, car rental, tyres, batteries, GPS, repairs and maintenance, parking fees, etc. are valid and that payments are made immediately.
•  Timely update of drivers on new traffic laws and organizing training like defensive driving, first aid which enhances their safety and performance.

Facilities management

• Support facilities management through coordination of Lira office to ensure office facilities are functioning properly and working environment is conducive.
•  Coordinate lira facilities, maintenance and repairs, generators services and maintenance.
• Ensuring all Lira properties are in good condition for the safety of the employees.
• He /she should be a team player with strong attention to detail and comfortable to execute this role smoothly.  

   Asset Management 

• Organize and track all organisational assets and develop organisational asset register.
• Coordinate with regional administrative officers to ensure every asset tracked and registered in master asset register.
• Co-ordinate asset disposal with project managers or project finance teams.
•  Ensure asset register is updated frequently to track new acquired assets.
•  Ensure periodical spot check of all assets to confirm existence and status with quarterly reports furnished to Country Operations Manager.

 Inventory Management

• Organise stores at office and ensure that all incoming and outgoing inventory is recorded with the right documents including Delivery Notes-DN, Stock Cards- SC, Goods Received Note- GRN & Stores Requisition Notes-SRN.
• Ensure periodical (quarterly and mandatory end of year) physical verification of inventory/ assets with reports furnished to the Project Manager & Country Operations Manager.
•  Bring to the attention of the Project manager & COM any variances in stock for corrective action.
•  Ensure that stores are well arranged for easy stock identification, stock taking and access to stock.
•  Ensure timely replenishment of inventory including office supplies and cleaning materials using approved purchase orders/ task orders.

 Filing and Archiving

• Control, distribution and filing of motor vehicles logbooks and any related documents at the office and maintenance of a filing system on operations share point, in line with archiving procedures.

Administrative Duties 

• Participate in collecting information for procurement planning, carbon reduction strategy and any other information which is critical to the success of operations.
• Set goals and objectives and evaluate transport facilitators/ driver’s performance at office. Participate in the recruitment of drivers at office.
• Evaluate the performance of logistics vendors.
• Supports SNV employees on facility matters, making sure the office environment is an optimal workplace for the employees (e.g. meeting room set-up, maintenance, gardening etc.).
• Coordinates accommodation, travel arrangements, work visa/ permits tracking (if applicable) in consultation with logistic support, organises local transport, visa application, conform procedures and in line with agreements with the manager.
• Supports SNV employees and visitors in office making sure they can reside in a clean and secure office environment and are provided with food and beverages (e.g. cleaning, security, catering, welcoming visitors etc.).

Educational Qualifications, Experience, & Skills Required

• A bachelor’s degree in business management (Administration, Operations, Accounting, Logistics, Human Resources) or a related field.
• Minimum 5 years of experience in working in an international organization, including experience in business support services.
• Experience of reviewing and implementation of policies, procedures and guidelines.
• Experience of managing varied projects in HR, Finance, and Logistics/Procurement.
• Ability to plan and organise a substantial workload that includes complex, diverse tasks and responsibilities.
• Experience in context analysis, security and team management.
• Excellent oral and written communication skills in English and local language.

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