Administrative Officer

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

Key Responsibilities:

Front Office Desk Management

• Receive visitors to office in a professional manner
• Ensure the outside reception area is kept clean and tidy
• Liaise with logistics and drivers regarding travel arrangements as required
• Process 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 hired security guards to ensure compliance of security standard operating procedures
• Report any security challenges identified to line manager for immediate attention and action
• Maintain a mail log recording all outgoing and incoming correspondence
• Manage Front office stationery to ensure that stocks are maintained at adequate levels
• 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

Logistics and Procurement Support

• Assist logistics and procurement department with 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 prepare documentation for orders, bids receiving/recording, including payment requisition forms
• 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
• Receive both program and administrative stock delivered by suppliers, prepare a goods received note (GRN) upon verification and submit invoices to procurement
• 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

Code of Conduct and Accountability within GOAL

GOAL is an equal opportunities employer and has values and behaviours framework which defines our code of conduct. Any candidate offered a job with GOAL will be expected to adhere to the following key areas of accountability:

• Comply with GOAL’s policies and procedures with respect to safeguarding, Code of Conduct, health and safety, data protection and confidentiality, do no harm principles and unacceptable behaviour protocols
• Report any concerns about the welfare of a child or vulnerable adult or any wrongdoings within our programming area
• Report any concerns about inappropriate behaviour of a GOAL staff or partner