Field Officer Administration – Re-Advertised At The Water Trust

THE POSITION

This role reports to the Chief Operating Officer and is based in Kiryandongo, Uganda. The Field Office Administrator is in charge of all support operations of offices in Kiryandongo, Masindi, Kampala, and additional districts in the future. The Operations officer is expected to lead the compliance of all offices with organizational policies and procedures. This position has four assistants reporting to him/her for Administration and procurement functions. The ideal candidate will be customer-oriented, with the customer being the program and management teams, and supportive in ensuring staff follow organizational policies and best practices. S/he will ensure support and planning is timely and in line with organizational policy requirements. The Field Office Administrator must have previously managed a team and have expertise in field office administration (e.g., asset and inventory management, fleet management, local procurement), be detail and team-oriented, and have demonstrated expertise in managing procurement and logistics to high organizational and donor standards.

MAJOR FUNCTIONS AND RESPONSIBILITIES

Manage the entire process in the planning of procurement and supply chain activities, inventory control, logistics and distribution, and fleet management, ensuring effectively-functioning processes to avoid costly delays.

• Operations leadership: Review program plans and ensure operational support needs are identified and planned for in advance; support program team in initiating requests for needed items and services; advise management on any actions needed from the program team to ensure they will have the services and supplies needed for planned activities.
• Inventory and Asset Management: maintain accountability of all inventory and assets; identify and forecast future asset needs; manage effective internal controls of storeroom access, usage and release of assets and inventory, and asset stewardship; and maintain an accurate, up-to-date database of inventory and assets.
• Stock Management and Distribution: manage the stocking, storage, and movement of items as well as provide support with the transportation of stock.
• Budget management: manage operations team budget and support organizational budgeting by maintaining up-to-date price registers based on recent purchases and quotations.
• Procurement: Manage the procurement process at all stages for supplies, materials, services, and works. Facilitate open, competitive procurement processes to organizational and donor standards, equipping staff to effectively play roles in procurement committee reviews, and ensuring recommendations are evidence-based.
• Fleet management: Coordinate deployment and accountability of fleet, including the approval of travel plans and fuel use, validation of travel accountability, coordination of fleet maintenance, and share reports on usage to inform management
• Insurance: ensure all assets are insured and covered at all times.
• Reporting: Regular reporting on all the above functions will be essential to an efficient and transparent process.
• Policy management: Act as lead in ensuring compliance with the Procurement and Logistics Manual advising the COO of issues and concerns as they arise as well as propose changes on an annual basis.

QUALIFICATIONS AND CHARACTERISTICS

Essential

• At least five years of experience managing the office functions as indicated in the major responsibilities section above.
• Strong communication skills.
• Reliable and ethical.
• Strong computer and spreadsheet literacy.
• Capacity to maintain accountability of staff that are not under his/her direct management.
• Must have a valid driving permit and be able to drive long distances.

Desirable

• Speaks the following languages: Runyoro, Luo, Kiswahili