About the role:
- Reports to the Office and Procurement Manager.
- Works directly with staff in programs, field offices, administration, and finance.
Job Responsibilities:
Administration and Office Management
- Oversee the smooth flow of routine administrative work and ensure adherence to the organization’s administrative procedures by staff.
- Ensure proper functioning and maintenance of office equipment and other facilities.
- Assist in coordinating for trainings and team events
- Receive and process requests for cash for field activities and review staff accountabilities.
- Draft office communications including memos, official letters, and orientation agendas.
- Train staff on and enforce administrative policies.
- Make travel and accommodation arrangements and bookings for staff and partners.
- Ensure timely provision of supplies to enable smooth operation at the office
- Monitor and help process travel and Visa documents for expatriate staff
- Verify staff, partner, and supplier payment requests and follow up on their payments with the Finance department.
- Supervise cleaning of the office premises every day and ensure the smooth running of the Office
- Maintain schedules of payments and due dates for tenancy for all running contracts with service providers.
- Filing documents in reference files in Google Drive in line with GiveDirectly’s filing rules
- Assist in onboarding of newly hired staff and offboarding of staff whose contracts have ended
- Handle petty cash, cash withdrawals, and monthly cash counts, keeping the cashbook according to GiveDirectlys accounting policy
- Support in the monitoring of expenses in accordance with the office management budget
- Assist in the internal/ external controls and audits
Procurement and Contracts Management:
- Assist with developing and implementing policies and systems for effective and smooth operation and identifying opportunities for risk mitigation and process improvement
- Coordinate Procurement Planning and Execution in liaison with respective Program budget holders.
- Assist in Drafting and preparing contracts for vendors and supervising/monitoring vendor performance.
- Assist in Coordination and complete Prequalification Process leading to prequalified supplier lists for the organization
- Conduct market assessment, vendor mapping, profiling, and maintain a supplier database for commonly used items.
- Provide guidance, advice, and training to staff on procurement and logistics processes
- Analyze procurement requirements and select the most appropriate method depending on the value of procurement.
- Analyze, negotiate, and prepare contractual agreements and any addenda.
- Prepare and submit for review and approval of procurement documents, vendor correspondences and minutes of all procurement committees.
- Coordinate with the Finance department to ensure that all payments to vendors are made on time and without financial strain on the organization
- Prepare for receipt of goods purchased for office or programmatic activities at all offices (considering the need for segregation of duties in the process.
- Plan goods delivery to office and other project sites in accordance with the needs while minimizing costs.
Stores, Inventory, and Asset Management:
- Ensure that procedures outlined in GiveDirectly’s Asset Management Manual will be implemented in all Offices
- Oversee Assets Movement and regular updating of stores and assets inventory to ensure that they are properly tagged and allocated.
- Oversee and ensure effective store delivery systems are in place, and ensure goods movement is properly documented, reconciled, and reported.
- Prepare monthly stock count certificate and present it for approval
- Ensure all lost, damaged, sold, stolen (or other) items are properly recorded with an approved Disposal of Assets form. Ensure any necessary, supplement documentation is complete
- Conduct quarterly verification of all assets to ensure consistency with information in the database
- Ensure Proper disposal of obsolete or broken equipment as per GiveDirectly regulations
Security Management.
- Serve as security focal point for the field office, update and implement security policies appropriate for the local context
- Ensure that outsourced guards are deployed at all offices
- Train the outsourced security guards on GiveDirectly’s Security Standard Operating Procedures and ensure staff and visitors follow office entry procedures.
- Submit regular security reports to Supervisor on occurring incidents and any security issues/concerns
Knowledge and Experience.
- Bachelor’s Degree in Procurement and Supply Chain Management, Business Administration, or related & Equivalent field
- At least two years’ experience in administrative and procurement management in the NGO sector with strong organizational skills.
- Ability to interact effectively with international and national personnel, and adaptability to unanticipated circumstances.
- Good working knowledge of IT tools (related software, phone, email, the internet) and computer applications (e.g., MS Word and Excel, G-suite )
- Exceptional emotional intelligence and a demonstrated ability to work cross-culturally and cross-functionally
- Exceptional organizational skills and attention to detail
- Exceptional communication skills, including the ability to navigate challenging office management situations that involve complex interpersonal dynamics
- Strong ownership mindset and ability to work in a self-directed manner
- Comfortable operating in a culture of direct, candid feedback
- Excellent English oral and written skills and a high level of service orientation.
- Willingness to upskill as required by the tasks to be performed.
- Willingness to travel within Uganda.
Success Factors:
- A clear understanding of Procurement, office management, Inventory, and assets management ethics.
- Willingness and ability to enforce compliance with GiveDirectly and donor policies and procedures.
- The ability to interact effectively with international and national staff members is required.
- A demonstrated ability to work quickly and accurately, meet deadlines, and process information in support of program activities.
