Program Background

The Green Resilient Enterprise for Empowered NTFP Development Project (GREEN Project) is a 28-month initiative implemented under the ReForEst Uganda Programme with funding from Italian Agency for Development Cooperation (AICS) and the European Union. The project seeks to enhance livelihoods, jobs and ecological resilience through sustainable Non-Timber Forest Product (NTFP) enterprises while contributing to forest conservation, restoration and climate resilience across 16 districts in Eastern Uganda and Napak District in Karamoja. The project focuses on five priority NTFP value chains: bamboo, honey/apiculture, shea, cashew, and wild mango. Through a Green Entrepreneurship Platform (GEP), incubation services, acceleration support, cottage industry, access to finance and market linkages, the project will strengthen 140 enterprises, 50 producer groups and support 10,000 households along these NTFP value chains.

Job summary

The Administrative Officer provides administrative support for field operations, meetings, travel, documentation, office management and coordination. Ensures smooth day-to-day functioning of project implementation teams and partner-facing activities.

To be successful in this role, you will need:

Essential

• Bachelor’s Degree in Public Administration and Management, Business Administration and other related fields.
• 2-3 years NGO working experience in a similar role
• Knowledge in use of MS Office packages
• Basic procurement and logistics knowledge.

Desirable

• Possess good communication skills
• Ability to prioritise different tasks in efficient manner
• Possess good interpersonal skills
• Flexible and hardworking

The key responsibilities of the role will be:

Front Office Desk Management

• Receive visitors to office in a professional manner.
• To ensure the outside reception area is kept clean and tidy
• Liaise with logistics and drivers regarding travel arrangements as required.
• Processing visitors’ identification cards.
• Ensure reception desk is never left unattended at any one time.
• Undertake proper screening of all visitors before ushering them to office and must be escorted or picked by the staff they are visiting.
• Coordinate with the hired security guards to ensure compliance of the security standard operating procedures are executed without any lapse.
• Report any security challenges identified to his/her line manager for immediate attention and action.
• To maintain a mail log recording all outgoing and incoming correspondence.
• Manage Front office stationery to ensure that stocks are maintained at adequate levels for the efficient running of the office.
• Place quantity orders for office supplies and ensure order / purchase form is completed and submitted for processing.

Administrative roles

• Process invoice payments for all utilities on time to avoid any form of disconnection.
• Accommodation bookings for all staff, follow up invoices from the hotels and make payments timely.
• Support to oversee general premise cleanliness and identify areas of improvement, share with the office attendant and compound cleaner to ensure the office ambience and environment is well maintained to required GOAL standards.

Logistics and Procurement Support

• Assist logistics and procurement department with the fulfilling of orders received including sending inquiry forms and sourcing quotations from pre-qualified suppliers.
• Assist with updating the procurement digital ordering tracking system (OTS).
• Assist in developing tracker of all monthly payments under framework agreements (FWAs).
• Assist with scanning of procurement paperwork and ensuring comprehensive procurement records are maintained as per guidelines.
• Provide administrative support to the logistics and procurement team and where required prepare documentation for orders, bids receiving/recording, including payment requisition forms etc.
• Assist in setting up inventory and maintenance list for all furniture and non-asset items in Soroti and district field offices.
• Manage mini store at Soroti office ensuring that stock management procedures are executed according to GOAL policies.
• Receiving both program and administrative stock delivered by suppliers, prepare a goods received note (GRN) upon verification of the requesting department and submit invoices to procurement for supplier payments.
• Issue inventory/stock based on approved stock requisition/release form and update the stock card accordingly
• Conduct 30% monthly stock count, Bi-annual and annual counts supported by Logistics, Finance and Program.
• Provide administrative support in preparing replacement and maintenance plan for any office inventory / furniture items.
• Ensure inventory list of fire extinguishers, PEP Kits and first aid kits are kept and service plan in place

General Terms and Conditions

At GOAL we welcome people of all abilities and want to ensure that our hiring and interview process meets the needs of all applicants.

• Receive visitors to office in a professional manner.
• To ensure the outside reception area is kept clean and tidy
• Liaise with logistics and drivers regarding travel arrangements as required.
• Processing visitors’ identification cards.
• Ensure reception desk is never left unattended at any one time.
• Undertake proper screening of all visitors before ushering them to office and must be escorted or picked by the staff they are visiting.
• Coordinate with the hired security guards to ensure compliance of the security standard operating procedures are executed without any lapse.
• Report any security challenges identified to his/her line manager for immediate attention and action.
• To maintain a mail log recording all outgoing and incoming correspondence.
• Manage Front office stationery to ensure that stocks are maintained at adequate levels for the efficient running of the office.
• Place quantity orders for office supplies and ensure order / purchase form is completed and submitted for processing.
• Process invoice payments for all utilities on time to avoid any form of disconnection.
• Accommodation bookings for all staff, follow up invoices from the hotels and make payments timely.
• Support to oversee general premise cleanliness and identify areas of improvement, share with the office attendant and compound cleaner to ensure the office ambience and environment is well maintained to required GOAL standards.
• Assist logistics and procurement department with the fulfilling of orders received including sending inquiry forms and sourcing quotations from pre-qualified suppliers.
• Assist with updating the procurement digital ordering tracking system (OTS).
• Assist in developing tracker of all monthly payments under framework agreements (FWAs).
• Assist with scanning of procurement paperwork and ensuring comprehensive procurement records are maintained as per guidelines.
• Provide administrative support to the logistics and procurement team and where required prepare documentation for orders, bids receiving/recording, including payment requisition forms etc.
• Assist in setting up inventory and maintenance list for all furniture and non-asset items in Soroti and district field offices.
• Manage mini store at Soroti office ensuring that stock management procedures are executed according to GOAL policies.
• Receiving both program and administrative stock delivered by suppliers, prepare a goods received note (GRN) upon verification of the requesting department and submit invoices to procurement for supplier payments.
• Issue inventory/stock based on approved stock requisition/release form and update the stock card accordingly
• Conduct 30% monthly stock count, Bi-annual and annual counts supported by Logistics, Finance and Program.
• Provide administrative support in preparing replacement and maintenance plan for any office inventory / furniture items.
• Ensure inventory list of fire extinguishers, PEP Kits and first aid kits are kept and service plan in place

• Knowledge in use of MS Office packages
• Basic procurement and logistics knowledge.
• Good communication skills
• Ability to prioritise different tasks in efficient manner
• Good interpersonal skills
• Flexible and hardworking

• Bachelor’s Degree in Public Administration and Management, Business Administration and other related fields.
• 2-3 years NGO working experience in a similar role