Administration Officer Job
Location: Jobs in Uganda 2023 – 2024
Work Hours: Full-time, 08 hours per day
Salary: UGX
No. of Vacancies: 01
Deadline: July 08, 2024
Hiring Organization: FINCA
Job Title: Administration Officer
Job Summary: The Administration Officer is responsible for the efficient day-to-day administrative operations at FINCA Uganda. This role involves supporting the Administration Manager and providing comprehensive administrative services, including transport management, staff identity card processing, airtime processing, staff accommodation, branch support, procurement assistance, people management, and managing utilities, bills, and supplies. The Administration Officer also coordinates office equipment repairs to ensure timely support for branches and adherence to FINCA Uganda’s administrative policies and procedures.
Key Responsibilities:
Branch Support:
- Provide timely support to branches, ensuring transportation issues are resolved within agreed service level timelines.
- Track and monitor monthly branch status reports to ensure issues are resolved promptly.
Invoicing and Payments Support:
- Process and manage invoices and credit notes related to transportation and fleet management accurately and on time.
- Ensure compliance with FINCA Uganda’s policies and timely payment of invoices within one week of receipt.
- Maintain accurate records of all invoices and payments, assist in reconciling supplier statements.
Transport and Fleet Management:
- Review vehicle and motorcycle maintenance records monthly, reporting to management.
- Oversee fuel usage, vehicle maintenance schedules, and manage allocations for Head Office and Central Region vehicles.
- Supervise drivers and coordinate their leave schedules, ensuring continuous support.
- Handle vehicle procurement, registration, and disposal processes as needed.
- Ensure compliance with transportation regulations and policies.
Identity Card Processing:
- Coordinate with Human Resources to issue and manage staff identification cards, ensuring timely processing and compliance with branding requirements.
- Ensure lost cards are replaced following proper procedures, including receipt of payment and police reports.
Closed User Group Simcard and Airtime Processing:
- Coordinate with service providers for airtime crediting, and manage monthly reconciliations.
- Ensure timely replenishment of airtime by the 15th of each month.
- Handle requests for simcard replacements, ensuring proper documentation and approvals.
Bills/Utilities Payments:
- Liaise with utility providers to ensure timely receipt and payment of bills.
- Coordinate with branch managers to ensure utility bills are settled promptly to avoid disconnection.
- Query and reconcile any exaggerated bills to ensure value for money.
Competencies:
- Strong ethics and integrity
- Results-driven with the ability to meet deadlines
- Excellent report writing and analytical skills
- Good interpersonal skills and a team player
- Ability to work well under pressure
- Professionalism and flexibility to travel
Qualifications, Skills, and Experience:
- Bachelor’s degree in Procurement and Supply, Business Administration, Transport and Logistics, Operations Management, or a related field.
- At least 2 years of experience in administration work.
SEE MORE: Regional Manager Job at FINCA
Application Procedure: Interested candidates should send their applications with detailed CVs, including their current position and copies of relevant professional/academic certificates, to: ug_jobs@fincaug.org. Only shortlisted candidates will be contacted.
Date Posted: 2024-06-23
