Administration Manager Job Opportunity at Catholic Relief Services

Duties and Responsibilities: 

1. Administrative/logistical support:

• Ensure that business processes within the administration department are aligned to meet the logistics needs of the country program in an efficient manner while maintaining proper internal controls and compliance with CRS policies.
• Work closely with key project staff to identify and plan for their support needs on a monthly basis.
• Build and strengthen working relationships with all key project staff and ensure timely responses to requests for administrative support.
• Provide administrative support for the office and ensure smooth running of meetings, workshops, and conferences.
• Ensure employees observe and comply with all administrative policies and procedures, including, but not limited to inventories and general administrative services.
• The jobholder will develop strategies to ensure efficient application of agency resources, minimize wastage, and achieve highest standards of stewardship.

2. Office and international staff residence support:

• Ensure that all maintenance contracts/leases and other service contracts are updated regularly and that the terms are consistent with CRS policies and guidelines.
• Keenly review policies and practices specific to office and residential buildings; present proposals that will assist to improve efficiency.
• Ensure that CRS assets are well maintained and secure.
• The jobholder will oversee the maintenance and repair works of the office facilities and international staff houses.
• Arrange for routine equipment servicing or repairs when necessary, and manage replacement plans.
• Actively promote efficiency in the acquisition and use of office resources.

3. Fleet Management:

• Oversee the coordination and implementation of the vehicle policy.
• Ensure efficient management and utilization of the fleet, and submit monthly fleet analysis reports to the Head of Operations.
• Coordinate, monitor, and control fleet activities, including the weekly schedules of CRS drivers.
• Coordinate reporting of driver’s time, vehicle logs, fuel expenses, purchases, etc.
• Ensure timely and quality repairs and maintenance of all vehicles and lead the process of preparing and implementing a replacement plan.
• Keenly review and approve vehicle management system (VMS) data for accuracy prior to submission to the finance department.
• Manage relationships between CRS and vendors on maintenance, repairs, and purchases ensuring good credit terms.

4. Staff safety and Security:

• Ensure policies and procedures are in place to guarantee staff safety in the workplace, including office evacuation, fire, first aid, protective equipment, etc.
• Oversee security management, acting as the security focal point for the country program.
• Ensure the country program’s Field Security Plan is regularly updated as per agency policy and that all relevant staff are knowledgeable about its content.
• Ensure that all visitors, consultants, and new staff are immediately and fully briefed on security management and the Field Security Plan.
• Ensure that staff are aware of and comply with country program and agency-level safety and security policies.
• Ensure timely and accurate reporting of all security incidents.
• Regularly monitor and assess the local security situation and keep the Country Representative informed of all known or potential threats to staff, partners, or assets.
• Keenly review project site security evacuation plans and promote compliance to UNDSS Security Standard Operational procedures by field staff.

5. Financial management and Budgeting:

• Act as budget manager and authorize spending on shared costs budgets.
• Maintain firm oversight of country program shared costs budgets, review performance against targets, and provide analysis and recommendations to the Head of Operations.
• Actively participate in the development of country program budgets in areas relating to the office and international staff residences.
• Support program staff in the preparation of grant/proposal budgets where applicable.

How to Apply: 

All suitably qualified and interested Ugandan nationals are encouraged to send a cover letter, updated CV and three professional references (names and contact information only) to ug_recruitment@crs.org

Deadline: 24^th March, 2016