Job Title: Administrative and Liaison Officer
Organization: Church World Service
Duty Station: Kampala, Uganda
Church World Service was founded in 1946 and is a cooperative ministry of 37 Christian denominations and communions, providing sustainable self-help, development, disaster relief, and refugee assistance around the world.
Job Summary: The Administrative and Liaison Officer is responsible for managing and implementing the administrative, financial, compliance, external relations and liaison functions of the CWS branch office in Kampala Uganda and to support USRAP activities in Uganda. The position will coordinate office operations and procedures to ensure organizational effectiveness, efficiency and safety. This position ensures that CWS is strategically positioned in Uganda, and is responsive to programmatic priorities and compliant with statutory requirements. The incumbent for this position is required to take initiative, work independently and with minimal supervision, have a broad knowledge of CWS and RSC Africa, and ensure efficiency of CWS operations in Uganda.
This position directly reports to the Management and Training Coordinator based in Nairobi, Kenya and works closely with RDP’s Finance Coordinator.
Key Duties and Responsibilities:
- Manages and operates the CWS branch office in Kampala Uganda and ensure effective and efficient running of office operations.
- Organizes and ensures that overall administrative functions (office management, logistics, property, and procurement) of the CWS branch office in Kampala are professional, effective and efficient.
- Negotiates contracts and service agreements with vendors and contractors and maintains good working relationship with external actors, vendors, contractors and other stakeholders.
- Maintains a filing system for the administrative documents of the CWS branch office in Kampala that facilitates easy retrieval of the documents.
- Maintains schedule of CWS property and ensure that adequate security is in place against theft or damage.
- Maintains a thorough working knowledge of the USRAP, keeps an up-to-date knowledge of the current and planned circuit rides and deployments to Uganda, and provides logistical and other support to CWS missions, circuit rides and deployments to Uganda.
- In coordination with the Nairobi-based Management and Training Coordinator and the Procurement Department, participates in purchasing and procurement functions for CWS Uganda, and liaises with suppliers to procure quality, cost effective and timely supplies, equipment and services.
- Performs quarterly stock-take of inventory and prepares and submits a report on variances.
- Provides recommendation on replacement/purchase of new equipment as required.
- Reviews monthly invoices for local service providers and ensures correct rates are being charged and also identifies local versus regional expenses.
- Ensures adequate insurance coverage in compliance with the laws of Uganda and in conjunction with the Nairobi-based Administration Coordinator and the Deputy Director for Administration.
- Arrange ground transportation for CWS visitors, including BPRM VIPs, as needed.
Finance and accounting functions:
- Prepares all financial records, reports and statements for CWS Uganda and submits them to Nairobi in a timely manner.
- Assists in the preparation and revision of the annual budget for the Uganda CWS operations.
- Develops methodologies to ensure quality control and maintenance of supporting documentation of all financial transactions in accordance with the Finance policy and procedure manual.
- Monitors monthly expenses and submits monthly cash projections for the Uganda operation to Nairobi so as to maintain sufficient funds for CWS operations in Uganda.
- Coordinates with the Nairobi-based Finance Coordinator as needed to prepare for annual external audit, organizes relevant documents and reports for the annual audit, responds to auditors’ queries and supports the audit process as requested.
- Ensures monthly bank reconciliations are done on time and accurately.
- Manages the petty cash, maintains and updates the petty cash records and requests for petty cash replenishment as needed to ensure smooth running of the branch office and field operations.
- Ensures all administrative functions for the CWS Uganda operations are compliant with the existing administration SOPs, other policies and guidance.
- Ensures that CWS Uganda is in compliance with the NGO Act, the Uganda labour laws and other government policies and regulations.
- Ensures all statutory remittances and reports are filed with the relevant authorities in a timely manner.
- Puts in place systems and mechanisms to ensure compliance with CWS policies, procedures guidelines, and monitors compliance and adherence to the SOPs.
Representation, External Relations and Liaison
- Maintains regular communication with the Senior Management Team based in Nairobi, Kenya.
- Maintains collaborative and productive working relationships with partners, the government of Uganda and other stakeholders.
- Acts as the liaison between CWS and the government of Uganda.
- Conducts periodic in-country and regional work travels to maintain strong relations with partners and other stakeholders.
- Represents CWS in the community and acts as point of contact for community stakeholders.
- Understand and remains updated on government policy changes, the security situation and the general operational environment which affect or impact the CWS operations in Uganda
- Provides support to the CWS management and operations as requested
- Performs any other duties which may be assigned.
Qualifications, Skills and Experience:
- The applicant must hold a Bachelor’s degree in Business Administration or related field; or five (5) years of paid work experience in lieu of a Bachelor’s Degree is required
- Master’s degree in a related field of study is preferred.
- Five years of related work experience with increasing responsibilities is required.
- Two years’ experience in the INGO sector and particularly with humanitarian organizations providing services to refugees is preferred.
- Experience ensuring compliance with government-funded and/or US government funded projects is preferred.
- Basic accounting knowledge and experience is required.
- Knowledge of financial management, banking, auditing and internal controls methodologies.
- Excellent skills in MS Word, Excel, Access and experienced with accounting software systems.
- Demonstrated written and verbal English skills;
- Committed to and conform with the organization’s mission.
How to Apply:
All candidates should apply online at the link below.