Jobs in Uganda - General Services Officer Job at Church World Service

Church World Service

General Services Officer Job Post

Location:  Jobs in Uganda 2021 - 2022

Work Hours: Full-time, 08 hours per day

Salary: UGX

No. of vacancies: 01

Deadline: 24 September 2021

Hiring Organization: Church World Service

Job Details:

Job Title: General Services Officer
Grade: 4 (N)
Level: Associate Specialist
Division: Administration
Location: Kampala, Uganda

Primary Purpose
This position is primarily responsible for the general services activities of the Kampala sub-office, ensuring that the Janitor, Drivers, Property officer and 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.

This position directly supervises the Janitor, Drivers, Property Officer and Procurement Assistant. This position reports directly to the Kampala sub-office Administration Supervisor.

Essential Duties
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
10. Management Team directives, and in line with RSC Africa security policy and that the general services staff receive relevant security training
11. Plans and executes annual process reviews for the Janitor, Drivers and the Procurement Officer.
12. 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
13. Supports with property management and/or landlord concerns in Kampala

14. 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
15. Supervises the requisition, maintenance, and inventory of expendable and non-expendable equipment
16. Provides Quality Control checks on Purchase Orders to ensure correct budget line allocation and that all information and supporting documents are adequate and correct
17. Reviews all contractual agreements for goods and services, equipment and insurance, and maintains copies of all relevant contracts
18. Ensures that all adequate insurance is arranged for all property and personnel and other liabilities in accordance with US and Ugandan laws
19. Ensures that adequate inventory levels are maintained for all supplies
20. Liaises regularly with the property management company to ensure services are delivered and accounted for properly

Other Functions
21. 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

Bachelor’s Degree or equivalent in Finance, Accounting, Business Administration, Public
Administration or a related field is required.

• Minimum of one (1) year of supervisory experience, with three (3) years preferred, with an international NGO in a similar position required.
• Minimum of eight (8) years of relevant work experience required.
• Knowledge of Ugandan laws and customs preferred.
• Experience with overseas processing or US refugee resettlement preferred.

• 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

The General Services Officer must have the ability to:
• Serve as a coach/mentor to staff;
• Supervise staff to ensure policies and procedures are implemented and executed in accordance with guidelines and standard operating procedures;
• Exercise good judgement and seek guidance as appropriate when confronted with unanticipated problems;
• Travel in sub-Saharan Africa on short notice and often under difficult conditions to meet demands of a dynamic program;
• Communicate effectively both verbally and in writing;
• Follow instructions with a positive and receptive attitude;
• Deal effectively and courteously with a large number of associates, outside agencies, refugees and members of the general public;
• Conduct oneself in a professional and courteous manner to represent the best interests of RSC Africa and CWS;
• Maintain a high performance standard with attention to detail;
• Carry out all of the duties of the position efficiently and effectively with minimal supervision;
• Work independently and contribute to overall operations of RSC Africa;
• Take initiative in the development and completion of projects within the specified timeframe;
• Maintain strict confidentiality with RSC Africa administrative and operational information;
• Work well as a team in a multi-cultural environment while maintaining a high level of motivation.
• Effectively manage RSC Africa’s resources; and
• Actively contribute to the overall successful implementation of the U.S. Refugee Admissions Program (USRAP).

Additional Disclosure clause
This position is contingent upon approval of funding

Working Conditions
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: The incumbent in this position may 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.

Special Requirements:
A background check which includes references and an educational and police clearance certificate is also required before the start of employment. 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. 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. Employee will be entrusted with the receipt, custody and payment of money.

Licensing/Certification: N/A

Required Competencies
1. Communication
Ensure effective exchanges of information with others. Examples of skills and behaviors include speaking to others respectfully; expressing ideas in a logical, organized way; sharing information appropriately; and clarity and conciseness in written communication.
2. Relationships
Ensure constructive and supportive interactions with others. Examples of skills and behaviors include being positive and supportive when working with others; sharing information and resources freely; resolving conflict constructively; and proactively working to remove obstacles to success for others.
3. Job Knowledge
Utilize and apply job related knowledge to complete job tasks at a level that meets or exceeds expectations. Examples of skills and behaviors include utilizing job knowledge to solve problems or develop new approaches; maintaining or enhancing skills through continuing education; and taking on projects that will develop or enhance skills.
4. Teamwork
Work effectively and contribute as a member of a team. Examples of skills and behaviors include supporting other team members by sharing information; covering the work of others during absences, vacations etc.; and actively participating in developing ideas for ways to increase team effectiveness.
5. Problem Solving
Analyze information and develop solutions to challenges that arise during the course of performing a job. Examples of skills and behaviors include researching and collecting facts; defining the issues and the parties affected; formulating options/solutions for addressing the problem; and engendering support for and implementing the solution.
6. Operational Leadership
Successfully lead a group to achieve operational goals. Examples of skills and behaviors include priority setting; timely decision making; planning and organizing; delegation; and managing and measuring work.
7. Building and Leading Effective Teams
Earn the respect of team members, create strong morale and spirit on the team and utilize the unique skills of all team members. Examples of skills and behaviors include managing diverse relationships; flexibility; being open and receptive; running effective team meetings; and exhibiting integrity and trustworthiness.
8. Strategic Leadership
Accurately anticipate future consequences and trends and translate them into the fulfilment of workable strategies and plans. Examples of skills and behaviors include problem solving; dealing with ambiguity, creativity; innovation management and business acumen to increase organization effectiveness.

Application procedure

Apply at: 

Date Posted: 2021-09-15




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