Vacancy title:
Administration and Operations Officer
[ Type: FULL TIME , Industry: Business Management and Administration , Category: Admin & Office ]
Jobs at:
Pathfinder
Deadline of this Job:
Friday, February 28 2025
Duty Station:
Within Uganda , Kampala, East Africa
Summary
Date Posted: Friday, February 14 2025, Base Salary: Not Disclosed
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JOB DETAILS:
Job Purpose
Act as the point of contact for all employees, providing administrative support and managing their queries. The Administration and Operations Officer will lead in providing solutions in key area of the project, including being the primary contact on issues relating to administration, office procurement and logistics, facilities management, transport, and general administrative issues.
Key Performance Areas
Major Activities / Responsibilities
Administration
· Oversee all administrative functions, including security, facilities, and equipment management.
· Ensure the maintenance of office equipment and project inventory, adhering to donor regulations, cooperative agreements, and Pathfinder policies.
· Actively participate in administration team meetings, provide updates, and promptly act on decisions made.
· Support and assist the Director of Finance and Operations (DFO) in managing office administration for optimal efficiency.
· Keep the DFO fully informed of key department activities, from the planning phase through to execution.
· Supervise administration staff, including Admin Assistants, Cleaners, and third-party service providers like security and waste management companies
Procurement and Logistics
· Facilitate timely procurement and organization of meetings, events, workshops, and training activities, including preparing timelines for major events and distributing them to relevant staff.
· Handle requests and bookings for project-specific workshops and meetings, ensuring all logistical requirements (venue, stationery, transport) are efficiently provided.
· Manage internal events and functions, including planning and logistics for staff parties and team-building activities.
· Oversee staff accommodation services within the country, coordinating with the Procurement Specialist to liaise with contracted hotels.
· Provide procurement support when needed and act as a stand-in for the Procurement Specialist during their absence.
Facilities Management
· Coordinate with HR, procurement, and finance units to ensure seamless office operations.
· Ensure proper office maintenance, including cleaning, repairs, utilities, and generator maintenance, and review related invoices for payment.
· Liaise with landlords regarding leases, repairs, and maintenance, ensuring all issues are addressed promptly.
· Maintain a complete inventory of office equipment in compliance with Pathfinder International (PI) policies and donor regulations. Implement systems for the safekeeping and proper usage of all PI-owned assets.
· Work closely with the DFO to uphold office security, manage office keys, and address any security concerns.
· Serve as the primary liaison with property managers and landlords to resolve outstanding issues related to office space in both Kampala and regional locations, including lease agreements and refurbishment.
· Develop systems to monitor, order, and report on office supplies to ensure availability and efficient usage.
· Ensure office utilities, such as water and electricity, are well-maintained, with timely payments and repairs as needed
Transport Management
· Lead the Fleet and Facilities units to provide a customer-focused service that supports all projects and programs effectively.
· Plan and manage staff travel (local and international), including hotel reservations, ticket purchasing, airport transfers, and local transportation, ensuring adherence to PI policies.
· Oversee transport services, including vehicle fleet management, transport scheduling, and record-keeping.
· Manage logistics for staff, consultants, workshops, and meetings to ensure timely and smooth execution, in line with PI and donor policies.
Assets management
· Co-ordinate and undertake the effective functioning of the asset management processes based on required internal control measures, including maintenance of assets register, insurance matters, repairs and maintenance.
· Coordinate physical verification and updating of the register as well as the day-to-day management
Security services
· Serve as the alternate Security Focal Point
· Manage the security firms to ensure efficient services
General Administration
· Contribute to risk management by implementing the risk register and taking proactive steps to mitigate risks within administrative and operational functions.
· Uphold high standards of personal and business conduct as outlined in Pathfinder policy guidelines.
· Foster teamwork, discipline, and productive work relationships within the administration team.
· Submit administrative reports and relevant information promptly to the DFO, project teams, compliance team, or home office as required.
Minimum Education and Work Experience
• Bachelor’s degree in Business Administration, Supply Chain Management, Accounting or related field.
• Postgraduate Diploma in any related field is an added advantage.
• Membership in any professional administrative body is an added advantage
• Minimum of 5 yrs proven experience in Administration, logistics or related roles in INGOs.
• Familiarity with FCDO regulations and compliance requirements is a plus.
Competencies/Attributes
• Excellent Verbal and Written Communication: Ability to clearly communicate policies, procedures, and expectations to employees and stakeholders.
• Strong organizational, multitasking, and problem-solving skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and web-based management systems.
• Ability to work independently, take initiative, and effectively manage multiple responsibilities.
• Strong leadership, negotiation, and conflict management skills.
• Exceptional relationship-building skills with cultural sensitivity and awareness.
• Team Building: Promoting collaboration, motivation, and teamwork within the organization.
Minimally Required Organizational Competencies:
• Software Applications: Advanced knowledge of MS Excel, PowerPoint, Word, and Outlook.
• Organization culture: Proven experience of working in matrix organizations.
• Self-Leadership: Must be organized, dependable, results oriented and able to work independently and achieve results, with very minimal supervision
Work Hours: 8
Experience in Months: 60
Level of Education: Associate Degree
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