Job Summary

To review and monitor the implementation of administrative and financial policies and procedures for general office administration, fleet, asset, and inventory management in line with the respective programs.

Overall Responsibilities

• Preparation of the weekly Cluster vehicle allocations and submission to the Administration Officer for consolidation in line with the Baylor Foundation Uganda Fleet Management & Transport policy.
• Review of the fleet mileage logs and preparation of monthly fuel consumption reports in line with the Baylor Foundation-Uganda Fleet Management & Transport policy.
• Maintain an updated maintenance fleet cost card schedule for motor vehicles and motorcycle management in line with Baylor Foundation-Uganda fleet management policy.
• Manage the security controls and procedures at the cluster office, supervise the security team, and prepare weekly security reports and updates to the Administration Officer
• Forecast and submit quarterly requisitions of the cluster's needs for office consumables and always ensure no stockouts
• Oversee the office management functions of all administrative-related support at the Region/Cluster office, and maintain a conducive working environment in compliance with the occupational health and safety guidelines
• Verification of all operational utilities, security, cleaning and assorted cluster-delivered supplies with support documents to establish completeness and accuracy in line with Baylor Foundation Uganda Financial policy.
• Management and booking of hotel accommodation reservations for staff and stakeholders; verification of the hotel invoices and timely submission to finance for payment
• Handle basic finance functions by capturing cluster operational invoices, review subgrant operational accountabilities at the cluster level, initiate mobile money and other primary financial entries and submit to finance for further review
• Prepare procurement requests and Terms of Reference (TORs) for the procurement of goods, works, and services related to administrative and logistics activities.
• Obtain service confirmation forms, goods received notes, and delivery notes; compile and arrange vendor invoices and submit them to the Finance team for timely payment processing

Required Qualification, Experience and Competencies:

Qualifications:

The job holder should have;

1. A bachelor’s degree (honors) in a business-related course or any degree oriented towards Administration.
2. Good computer skills and knowledge of computer accounting packages,
3. The job holder must have at least three (3) years of relevant working experience in general office administration and fleet management in a reputable organization,

3 Years Relevant Experience

NOTE:

Applications should include a cover letter, CV, daytime telephone contact, three traceable professional references, and academic documents

Please note only shortlisted candidates will be contacted.

• Preparation of the weekly Cluster vehicle allocations and submission to the Administration Officer for consolidation in line with the Baylor Foundation Uganda Fleet Management & Transport policy.
• Review of the fleet mileage logs and preparation of monthly fuel consumption reports in line with the Baylor Foundation-Uganda Fleet Management & Transport policy.
• Maintain an updated maintenance fleet cost card schedule for motor vehicles and motorcycle management in line with Baylor Foundation-Uganda fleet management policy.
• Manage the security controls and procedures at the cluster office, supervise the security team, and prepare weekly security reports and updates to the Administration Officer
• Forecast and submit quarterly requisitions of the cluster's needs for office consumables and always ensure no stockouts
• Oversee the office management functions of all administrative-related support at the Region/Cluster office, and maintain a conducive working environment in compliance with the occupational health and safety guidelines
• Verification of all operational utilities, security, cleaning and assorted cluster-delivered supplies with support documents to establish completeness and accuracy in line with Baylor Foundation Uganda Financial policy.
• Management and booking of hotel accommodation reservations for staff and stakeholders; verification of the hotel invoices and timely submission to finance for payment
• Handle basic finance functions by capturing cluster operational invoices, review subgrant operational accountabilities at the cluster level, initiate mobile money and other primary financial entries and submit to finance for further review
• Prepare procurement requests and Terms of Reference (TORs) for the procurement of goods, works, and services related to administrative and logistics activities.
• Obtain service confirmation forms, goods received notes, and delivery notes; compile and arrange vendor invoices and submit them to the Finance team for timely payment processing

• Good computer skills
• Knowledge of computer accounting packages

• A bachelor’s degree (honors) in a business-related course or any degree oriented towards Administration.
• Good computer skills and knowledge of computer accounting packages,
• At least three (3) years of relevant working experience in general office administration and fleet management in a reputable organization,