General Services Officer – Uganda National Hire At Church World Service

Job Description

Position Title: General Services Officer

Reports To: Administrative Supervisor

Division: Immigration & Refugee Program+ (IRP+)

Department: Administration

Job Location: Kampala, Uganda

Grade Level: Grade 5, Officer, National

Introduction: Church World Service (CWS) is a not-for-profit, faith-based organization transforming communities around the globe through just and sustainable solutions to hunger, poverty, displacement and disaster. CWS does not discriminate on the basis of race, color, religion, sex, national origin, gender identity, genetic information, age, disability or veteran status in employment or in the provision of services.

Primary Purpose:

This position is primarily responsible for the general services activities of the Kampala sub-office, ensuring that the Janitor, Drivers, and Property Assistant, Procurement Assistant are adhering to CWS RSC Africa’s policies and procedures. The position is responsible for direct oversight of the General Services department, which includes Property, Procurement and Transport.

Essential Duties:

Management

1. Provides direct supervision, training, and feedback to Property, Procurement and Transport staff members.
2. Ensures adherence to policies and standard operating procedures (SOPs) to ensure the accountability, transparency, and efficiency of RSC Africa, and to ensure compliance with the Cooperative Agreement, relevant United States Government (USG) and CWS policies
3. Oversees the process of monthly projections, including procurement, travel projections and property issues, and ensures compliance with US government requirements
4. Ensures that relevant SOPs are routinely updated, stored, and disseminated electronically and via in-person training sessions
5. Works closely with the Administrative Supervisor to plan work, resolve issues, conduct root cause analysis, and ensure systems improvements
6. Supports General Services with budget preparation
7. Works closely with the Finance Manager and Administration Supervisor to perform regular compliance checks
8. Ensures General Services division’s compliance with Fileserver organization and group email protocols
9. Ensures that SOPs for the General Services department is always up to date with Senior Management Team directives, and in line with RSC Africa security policy and that the general services staff receive relevant security training
10. Plans and executes annual process reviews for the Janitor, Drivers and the Procurement Officer.
11. Ensures there is an organized and robust training strategy for the General Services Division, inclusive of targeted capacity building to increase professional skills of General Services positions
12. Supports with property management and/or landlord concerns.

Budget

1. Ensures cost-effective use of RSC Africa human and financial resources, including a monthly review of expense reports and financial projections with the Finance and Admin Assistant

Physical Assets

1. Supervises the requisition, maintenance, and inventory of expendable and non-expendable equipment
2. Provides Quality Control checks on Purchase Orders to ensure correct budget line allocation and that all information and supporting documents are adequate and correct
3. Reviews all contractual agreements for goods and services, equipment and insurance, and maintains copies of all relevant contracts
4. Ensures that all adequate insurance is arranged for all property and personnel and other liabilities in accordance with US and South African laws
5. Ensures that adequate inventory levels are maintained for all supplies
6. Liaises regularly with the property management company to ensure services are delivered and accounted for properly

Other Functions

1. Other duties that may be assigned to enhance the quality and efficiency of the administration of operational programs to attain program objectives and maintain the high professional standards of RSC Africa and CWS

Qualifications:

Experience:

• Four (4) years working experience required.
• Minimum of one (1) year of supervisory experience, with three (3) years preferred, with an international NGO in a similar position required.
• Supervisory experience preferred.
• Knowledge of Ugandan laws and customs preferred.
• Experience with overseas processing or US refugee resettlement preferred.

Skills:

• Strong computer skills, in particular Microsoft Excel, Word, Outlook and Access required
• Excellent organizational and time management skills
• Strong verbal and written English language skills
• Demonstrated organizational and time management skills

Education & Certifications:

• Bachelor’s Degree or equivalent in Finance, Accounting, Business Administration, Public Administration or a related field, or four (4) years of work experience in lieu of a Bachelor’s degree required.

Abilities:

• • Manage large and diverse workload under pressure with competing priorities. – Maintain the integrity of official records; – Analyse and solve complex problems and make sound decisions; – Work with minimal supervision – Maintain a high performance standard with attention to detail; – Work independently and contribute to overall operations of RSC Africa; – Actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP). – Strong English communication skills, both written and oral.
• Ability to work in a multi-cultural environment required.
• Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required.

Special Requirements:

• COVID Vaccination is strongly recommended for all successful candidates
• The candidate should be of good health, willing and able to travel extensively in often difficult conditions, and have a high degree of flexibility. Must have proof of Yellow Fever vaccination before traveling for RSC Africa.
• This position is based in Kampala, Uganda.
• This position requires use of laptops at all time, competence in Microsoft office packages is required.
• This position may require travel in sub-Saharan Africa on short notice and under sometimes difficult conditions to meet demands of a dynamic operational program
• Background check which includes references and an educational and criminal check is required before the start of employment for International applicants.
• A valid passport and the ability to maintain a valid passport throughout the entire appointment is required, which includes having enough passport pages for travel.
• Physical: This position requires bending, squatting, crawling, climbing, kneeling, sitting, standing, walking, pushing/pulling, handling objects (manual dexterity), reaching above shoulder level, using fine finger movements and lifting/carrying heavy loads.
• Environmental: Incumbents in this position will be exposed to excessive noise, marked changes in temperature and/or humidity, dust and infectious diseases, harsh weather climates, long work hours, bumpy roads, extended travel, excessive sun exposure, and non-ventilated spaces.
• Full time
• All employees should be prepared to work from the CWS office within their location of hire. Remote work arrangements may vary depending on location and the governing rulings regarding the COVID-19 pandemic