Job Title: Administrative Officer (2 Fresher Jobs)

Organisation: War Child Canada (WCC)

Duty Station: Isingiro and Arua, Uganda

Reports to: Regional Coordinator

About Us:

War Child Canada (WCC) is an internationally recognized charity organization registered in Toronto, Canada, dedicated to helping children and their communities overcome the devastating effects of war. Our vision is “Accelerating Peace by Disrupting the Cycle of Violence,” and our mission is “Driving Generational Change for The Hardest Hit By Investing In The Power Of Local Communities.”

Job Summary:

The Administrative Officer supports the provision and maintenance of a positive working environment for War Child Canada’s Uganda country/Regional office, programs, and operations. This role encompasses procurement, logistics, fleet management, storage, equipment maintenance, security, and general office administration.

Key Duties and Responsibilities:

Generic Responsibilities:

• Implement War Child Canada’s Human Resource, Administrative, and Logistics systems and procedures at country/regional/field level.
• Ensure adherence to War Child Canada’s policies and the national labor law in all processes and procedures.
• Prepare and submit periodic and monthly reports as appropriate and needed.

Procurement and Logistics:

• Organize procurement based on authorized PRFs and ensure compliance with War Child Canada procedures.
• Ensure quality of goods and services procured by discussing technical specifications and verifying deliveries.
• Ensure minimum infrastructure requirements are met (power, NWSC, internet).

Fleet Management:

• Manage vehicle fleet in line with WCC guidelines.
• Allocate vehicles safely and economically across programs.
• Schedule and supervise vehicle maintenance and servicing.
• Monitor fuel consumption and prepare monthly fuel accountability reports.
• Ensure adherence to WCC safety regulations.

Storage:

• Manage stock for all offices in the region.
• Handle and document all consignments in and out of offices.
• Maintain up-to-date stock records.

Equipment:

• Maintain and update the master assets register.
• Ensure proper usage and maintenance of WCC assets according to policy guidelines.

Security:

• Monitor security information and networks.
• Disseminate security information effectively.
• Participate in internal and external security meetings.

Supervisory Responsibilities:

• Line manage Drivers and guards in the region.

General Administration:

• Contribute to high-performing department and organization initiatives.
• Ensure a clean, safe, and attractive office environment.
• Manage correspondence and arrange travel and accommodation for stakeholders.
• Maintain a recruitment and training system/database.
• Support training and implementation of key policies.
• Assist in onboarding and offboarding procedures.
• Work closely with Regional Coordinators/Project Managers to ensure unified operational systems.

Qualifications, Skills, and Experience:

• Degree in Procurement & Supply Chain Management or Procurement & Logistics Management.
• Professional course in CIPS at least Level 4 is an added advantage.
• Two to four years of experience in an INGO setup, preferably in an Emergency context.
• Ability to work under pressure with minimal supervision and meet deadlines.
• Strong reporting skills and ability to work in a team.
• Good interpersonal skills.

How to Apply:

Interested applicants meeting the above requirements should submit their curriculum vitae and an accompanying cover letter (not exceeding 8 pages) as one PDF document saved in the format “YourName_PositionTitle” to the following email address:

Email: jobs_uganda@warchild.ca

Please ensure the subject heading of your application email is “Administrative Officer – [Your Name].”

Deadline: 13th May 2024