Background

Heifer International in partnership with Mastercard Foundation (MCF) is implementing the SAYE project in 11 districts (Jinja, Mayuge, Iganga, Kamuli, Kaliro, Namutumba, Bugweri, Luuka, Buyende, Namayingo and Bugiri) in Busoga sub-region and 3 districts in Buganda. The project is implemented by Heifer in a consortium with four partners: Enhancing University Responsiveness to Agribusiness Development Ltd (CURAD), Federation of Small and Medium Enterprises (FSME), Financial Sector Deepening Uganda (FSDU) and ASIGMA Group.

KEY PURPOSE OF JOB

Reporting to the Procurement and Administration Officer you will be the primary point of contact for visitors, consultants, and partners, you will play a crucial role in delivering exceptional administrative support. Your responsibilities will encompass the seamless operation and organization of the front office, logistics, records and information management, travel and accommodation arrangements, as well as safety and security protocols.

MAIN RESPONSIBILITIES

Office Management and Logistical support

• Oversee and manage the front office, attend to all visitors and guests, receive and dispatch correspondences, record and distribute them accordingly.
• Ensure that the region offices are tidy, clean and presentable and the ambience is maintained in line with profile of SAYE project.
• Provide personal and logistic assistance support services to the office of the Project Director.

Procurement and Stores Management

• Monitor inventory levels, track stock usage, and conduct quarterly physical inventories.
• Manage procurement processes, including receiving goods, ensuring quality, and maintaining accurate records.
• Update and oversee the region office asset inventory, ensuring proper insurance coverage.

Fleet Management

• Assess transportation needs and maintain an efficient system for vehicle allocation and utilization.
• Coordinate maintenance and servicing of vehicles, generators, and mechanical equipment.
• Monitor fuel consumption and vehicle usage, providing recommendations to the procurement and administration officer for optimization.

Learning and Development

• Stay current with INGO administration trends and innovations to inform and enhance training, knowledge-sharing, and learning initiatives.
• Continuous learning for individual growth and career progression

JOB REQUIREMENTS

Qualifications

• Bachelor’s degree in business administration, Office Management, Public Administration or a related field. A professional certification in procurement or logistics will be an added advantage.

Experience

• Have minimum 5 years working experience with at least 3 years’ hands on experience in an office administration and support roles.
• Experience within the development /non-governmental organization sector and the context in which they operate.

Skills

• Strong interpersonal relationship, team player. Building and managing relationships with key stakeholders.

• Oversee and manage the front office, attend to all visitors and guests, receive and dispatch correspondences, record and distribute them accordingly.
• Ensure that the region offices are tidy, clean and presentable and the ambience is maintained in line with profile of SAYE project.
• Provide personal and logistic assistance support services to the office of the Project Director.
• Monitor inventory levels, track stock usage, and conduct quarterly physical inventories.
• Manage procurement processes, including receiving goods, ensuring quality, and maintaining accurate records.
• Update and oversee the region office asset inventory, ensuring proper insurance coverage.
• Assess transportation needs and maintain an efficient system for vehicle allocation and utilization.
• Coordinate maintenance and servicing of vehicles, generators, and mechanical equipment.
• Monitor fuel consumption and vehicle usage, providing recommendations to the procurement and administration officer for optimization.
• Stay current with INGO administration trends and innovations to inform and enhance training, knowledge-sharing, and learning initiatives.
• Continuous learning for individual growth and career progression

• Strong interpersonal relationship, team player.
• Building and managing relationships with key stakeholders.

• Bachelor’s degree in business administration, Office Management, Public Administration or a related field.
• A professional certification in procurement or logistics will be an added advantage.