About US:

Catholic Relief Services (CRS) is an international non-governmental organization (NGO) supporting relief and development work in over 100 countries around the world. CRS carries out the commitment of the Bishops of the United States to assist the poor and vulnerable overseas. CRS’ Catholic identity is at the heart of our mission and operations; serving people on the basis of need, regardless of creed, ethnicity or nationality. CRS works through local church and non-church partners to implement its programs. CRS has worked in Uganda since 1965, initially providing emergency assistance to Sudanese refugees living in the north. Over the years, CRS has expanded its programming to also address development needs in western, central and eastern Uganda. CRS’ projects in Uganda currently include agriculture, health, microfinance, peace building and youth. CRS Uganda implements its programs through partnerships with local organizations, including the Catholic Church, other faith-based organizations and community entities for maximum impact and sustainability.

About USAID Project:

CRS is leading a consortium of six implementing and technical partners to run a five-year, $35 million USAID/FFP funded program called Nuyok to build resilience to shocks, enhance livelihoods through improved food security and nutrition and promote maternal and child health for vulnerable rural families in four districts of Karamoja – Abim, Nakapiripirit, Nabilatuk and Napak. Nuyok seeks to strengthen governance and gender equity, community capacity to manage shocks and stresses, traditional and diversified livelihood opportunities and nutrition and health (including improved water, sanitation and hygiene (WASH) of pregnant and lactating women, adolescent girls and children under five years of age.

Job Summary:

The Senior Administrative Officer will coordinate the provision of responsive, effective, and efficient administrative services in support of the Catholic Relief Services’ (CRS) mission to serve the poor and vulnerable. You will help ensure stewardship of resources and a high-quality service approach are integrated into administrative systems, policies, and procedures.

Key Duties and Responsibilities:

• Coordinate and report on activities and required resources to ensure cost efficient and quality service delivery from administrative support functions.
• Help ensure administrative systems, processes, and policies are in line with agency standards and donor and local law regulations.
• Engage with relevant external stakeholders (government officials, landlords, service providers, etc.) on assigned administrative matters and help ensure required authorizations and documents are up to date.
• Coordinate the efficient use of CP assets and rented facilities. Ensure proper custody of CRS document archives, stationary, supplies, and sundries. Monitor stock levels and ensure timely replenishment to prevent disruption in the normal workflow.
• Help ensure fully compliant asset management systems, records, and reporting.
• Help identify safety issues and ensuring a safe and sound work environment.
• Coordinate the provision of travel and logistics support and services to staff and visitors.
• Coordinate event planning activities, including delegation visits, trainings and workshops.

Assets, Inventory & Storage:

• Support the management of the Administration function of the office
• Support the liaison with key project staff to identify and plan for their support needs ensuring
• timely responses to requests for administrative support.
• Maintain relationships with outside vendors (hotels, printers, caterers, etc.), ensure transparent and fair deals with these vendors, and that all work adheres to CRS procurement policy.

Fixed Assets Handling – Recording:

• Maintain an accurate inventory of all CRS/Uganda assets, ensuring proper numbering.
• Ensure invoices, vouchers and all relevant purchase documents are filed.
• Stick CRS property numbers on all assets at time of acquisition.
• Ensure that all assets are recorded & labeled prior to dispatch to field locations or assigning to staff.
• Quarterly review files against the relevant checklist for accuracy and completeness of records and filing (i.e. label all files and maintain a systematic filing list; open new files and recommend old files for closing; file all documents promptly and retrieve them when requested.)
• Prepare Fixed Asset Notice form (FAN) in triplicates for purchases above $5000.
• Conduct physical verification of assets every six months – March & September, reconcile master inventory and report to the Administration Manager and Head of Office.
• Ensure proper storage of goods
• Regularly check stock records and ensure that they are updated on a regular basis to reflect the movement of goods
• Regularly check and ensure that the correct procedure and proper documentation is carried out by all personnel requesting items from stock.

General Office Management:

• Facilitate payment requests for service providers under Administration department contracts

Office supply management

• Receiving supplies and intra – program transfers to sub-offices/implementing partners and beneficiaries

Records Management

• Contracts Management for contracts under Administration
• Manage service providers for equipment and office repairs including electrical and plumbing
• Lease management for offices, residences, guest house – Temporary housing
• Organizing and allocating office space to ensure staff have sufficient and comfortable workspace
• Ensure cleanliness of the office and the compound
• Ensure protection and staff property by supervising security guards, servicing fire extinguisher, and equipping all premises and vehicles with first aid kits

Fleet and Logistics Management:

• Supervise Senior driver and manage the fleet team in the Moroto office
• Monitor usage of fuel manage the central fuel contract with the selected fuel supplier and complete monthly fuel consumption analysis report.
• Ensure that all vehicles and motorcycles at Moroto office are in an optimal operating condition and monitor performance standards of selected garages to ensure value for money repairs
• Prepare and follow weekly transport plans/travel matrix and route schedules with relevant staff (drivers and officers) to ensure efficiency in staff movements according to CRS transport policy.
• Book staff accommodation in the field locations
• Arrange and coordinate event management in the office including arranging for meetings, trainings and workshops for the project staff.

Qualifications, Skills and Experience:

• The applicant for the Catholic Relief Services (CRS) Senior Administrative Officer vacancy should hold a Bachelor’s degree in Business Administration, Economics, Social Sciences or relevant field
• At least three years of work experience in administrative support functions, with increasing responsibility. Experience with a local or international NGO a plus.
• Additional education may substitute for some experience.
• Experience and proficient skills in MS Office package (Excel, Word, PowerPoint) and
• information management systems.
• Good planning, organizational and time management skills
• Strong customer service orientation with very good communication and interpersonal skills
• Ethical conduct and ability to maintain confidentiality
• Proactive, resourceful, solutions-oriented and results-oriented

Agency-wide Competencies (for all CRS Staff):

These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results.

• Trusting Relationships
• Professional Growth
• Partnership
• Accountability

All candidates should Email a cover letter and CV only to

[email protected] 

Large files and/or scans of documents will lead to rejection of your application, in the subject line of the email, copy and paste – SRADMINOFFICER only

All applications that do not contain this exact subject line will be rejected and not read

Only selected candidates that meet the requirements will be notified

Closing Date : 7th July 2020