Regional Administrative Officer - Lira job at SNV

Company Description

SNV is a mission-driven global development partner, rooted in the contexts and societies where we work. Inspired by the transformational principles and objectives set out by the SDGs, we are committed to building resilient agri-food systems that deliver food security and adequate nutrition; increasing the reliability and availability of water and sanitation at an acceptable quantity and quality; and to improving access to affordable and sustainable energy for all. In doing so, we aim to strengthen institutions, markets and effective governance within and across the agri-food, energy, and water sectors, reducing gender inequalities and barriers to social inclusion, and enabling adaptation and mitigation to the climate and biodiversity crises.

We are one team of over 1,600 people, the vast majority of whom come from the contexts where we work, in more than 20 countries in Africa and Asia. In Uganda, SNV operates through a decentralised approach with a country office in Kampala and regional offices in Fort Portal, Lira, Jinja and Rukungiri. SNV implements donor-funded activities across more than 100 districts in Uganda, ensuring a broad and diverse impact.

Our core values of people-centeredness and respect, equity and equality, and diversity and inclusion, are fundamental to who we are, and what we do. This is reflected in our vision, mission, and strategy, which sets out our aspirations and commitments as our compass towards 2030. For more information on our operations in Uganda and SNV visit our website: www.snv.org.

Context and purpose of the Job

Over View of the position

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.

Job Description

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.).

Qualifications

Qualifications & Experience

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 responsibil

• 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.
• Prepares monthly lira fuel and mileage reports.
• Consolidates all the office monthly running costs for further action by the Project Manager & Country Operations Manager.
• Prepares summary of incidents and actions taken, insurance of fleet/ assets, incident reporting and follow-up fleet acquisition planning.
• Ensures weekly checking of vehicle logbooks to confirm usage and authorization of journeys.
• Ensures 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.
• 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.
• 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.
• 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.
• 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.
• 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.).

• Strong logistical planning skills
• Ability to multitask
• Focus on efficiency and cost-effectiveness
• Dynamic and efficient
• Well organised and reliable
• Strong attention to detail
• Team player

• 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.