Reports to: Finance and Operations Manager
Supervises: Administration Assistant, Administration Assistant-Stores and Drivers.
Location: Jinja office

Job Purpose:
The Senior Administration Officer is responsible for providing oversight and ensuring efficient use of transport, stores, and assets management in line with the Operations guidelines.

Key Duties and Responsibilities
• Regularly review and monitor the implementation of vehicle & motorcycle guidelines in line with the MJAP Standard Operating Procedures and Operations guidelines.
• Receive, review documents for payment of vendors for hired vehicles, process payments for vehicle repair bills in line with the Operations and USAID guidelines.
Monitor the vehicle tracker and the Blanket Purchase Agreements (BPAs) for hired vehicles for USAID LPHS-EC.
• Monitor the number of vehicles required by project staff for daily operations and procure or lease additional vehicles as appropriate.
• Ensure project-owned vehicles are properly licensed, insured, maintained and repaired.
• Monitor vehicle defect & mechanical reporting for all drivers, each report should describe detailed faults that require repairs.
• Monitor the fleet management software and report any discrepancies in vehicle usage.
Prepare monthly fuel requisitions and accountabilities through tracking of fuel card utilization for each vehicle and make monthly reconciliation of bills.
• Regularly review and monitor the implementation of procedures and guidelines on storage, stock & inventory control, and distribution of supplies and consumable materials to different user departments in line with the Operations and USAID guidelines.
• Oversee usage of expendable supplies ensuring that these are expended judiciously and avoiding any stock-outs.
Maintain assets and manage the asset register i.e. regular updating, insurance, disposal planning and proper utilizations of project assets in line with the Operations and USAID guidelines.
• Periodically carry out stores and assets auditing to review the reliability and integrity of stock and assets management information & activities and make appropriate recommendations to curb the gaps in line with the MJAP Standard Operating Procedures and USAID guidelines.
• Supervise, appraise, support and maintain a motivated team including Stores Officer, Administrative Assistant and drivers through giving constructive feedback, coaching and mentoring, in accordance with the human resources guidelines.
• Prepare and submit monthly Fleet & store report to Finance and Operations Manager.
• Prepare monthly reports regarding the performance of the fleet and stores section as per the set targets in line with the Operations guidelines.

Minimum Requirements & Academic Qualifications
• A Bachelor’s Degree in Business Administration, Transport Logistics or other related field.
• A Post Graduate Diploma in Business Administration is an added advantage.
5 years’ experience working in USAID funded project.
• Knowledge in fleet management, Purchasing and Supply and Stores Management
• Demonstrated ability to work in teams
• Excellent interpersonal and written communication skills, particularly as related to report development
• Proficiency with MS Office Suite, with excellent MS Word and Excel skills.