Administrative Officer job at International Fertilizer Development Center (IFDC) | Apply Now

Administrative and Facilities:

• Serve as the first point of contact for IFDC Uganda office. Oversee guests, manage and direct office mailing and communication.

• Ensure routine maintenance of the office facility and ensure the office meet the required security and health standard.

• Plan and execute regular and emerging office meetings and events.

• Develop and implement contextually appropriate and necessary office policies and guidelines alongside appropriate departments (Finance, HR, IT, etc)

• Work closely with HR team to prepare for and be ready to promptly respond to emergent situations.

• Support in the onboarding process for new admin staff

• Responsible for arranging and coordinating in-house and off-site conferences, retreats and other official staff events.

• Support the Country Director in the coordination of staff meetings.

• Maintain regular and timely communication with global teams on country administrative and operational matters.

• Oversee the use of IFDC rooms for staff events (e.g. conference and small meeting rooms) and equipment (e.g. projector, speakers, cameras etc) and ensure they are in good functioning condition.

• Coordinating the office administrative errands.

• Responsible for receiving all goods procured in the country and ensure procured goods meet all specifications by requester.

• Control and manage IFDC equipment, (disposal, inventory and manage fleet of vehicles)

• Oversee the administration and management of service provider contracts and management of office supplies.

• Oversee screening and conducting due diligence for all pre-qualified suppliers and vendors.

Staff Travel

• Coordinate the stay and visit of office visitors to ensure they are well taken care of pre and during their visit; Arrange travel and hotel reservations, purchase flight tickets, for project staff on official trips and project activities.

• Handle staff Insurance (Health insurance and Group life/Group Accident Insurances)

• Coordinate and assist in the logistics arrangements for local and international travel documentation such as visa, passports, accommodation, bus/vehicle hires etc.

• Contribute to on-going improvement of travel policy and processes.

• Work in tandem with AdTrav travel agency to support travel arrangements for IFDC employees and guests. Administer IFDC’s internal travel approval process and act as a liaison for the coordination of travel with travel agent and employee.

• Be the focal point person for visa application processes, accommodation, and local transportation for IFDC visiting staff.

Compliance and Registration:

• Ensure IFDC Office remains compliant and maintains the necessary registrations and licensees with regulatory bodies, country permits and the government.

• Work closely with the appointed immigration consultant/staff to manage Other Country Nationals visa and work permit processes. Keep record of staff visa and work permits timelines and renewal dates.

• Provide periodic administration reports or as per the need to the Country Director; and

• Perform any other duties deemed necessary and requested by the supervisors.

Other Responsibilities:

• Ensure that the office is stocked with necessary supplies and all equipment is working and properly maintained.

• Supervise all the IFDC Drivers and Administration Assistants (if any)

• Prepare, process, and maintain contract agreements for service vendors, and complete required inspection, quality assurance testing, invoice processing and contract closeouts.

• Schedules appointments and meetings for the Country Director.

• In close collaboration with the project administration officer, ensure general day-to-day project administration, including but not limited to purchase of equipment and services, organization of travels, logistics for project activities.

• Provide support to the Country Director on all other administrative issues (schedule appointments and meetings).

Reporting and Work Relationships

• The Administrative office position reports to the Country Director, IFDC Uganda Office or his/her designee