ABOUT CRS:
Catholic Relief Services carries out the commitment of the Bishops of the United States to assist the poor and vulnerable overseas. Our Catholic identity is at the heart of our mission and operations. We welcome as a part of our staff and as partners people of all faiths and secular traditions who share our values and our commitment to serving those in need.

OVERVIEW:
The primary responsibility of this position is to implement administrative functions related to handling CRS Kampala office and residential premises leases, maintenance & repairs; service contracts, and inventory.

SPECIFIC Responsibilities:
General Administration:
• Ensure all Office and International Staff residence maintenance issues are addressed in a timely manner; particularly that the Office Generator is serviced and maintained well at all time.
• Coordinate the payment of utility bills for office and international staff residences in a timely and efficient manner.
• Ensure Office cleaners keep the office premises clean at all times and that the Office garden is well maintained.
• Carryout cell phone recharge for staff on monthly basis: equally ensure that international staff internet subscription fee is paid on time, and the service renewed to avoid any disruption.
• Ensure Protection and safety equipment such as fire extinguishers and first aid kits are installed, available and in functional order at the office premises and international staff residences.
• Assist in maintaining office store and disposal of obsolete or scrap items when directed.
• Assist Administration Manager in preparation of any report related to office maintenance and utilities costs when required.
• Assist Administration Manager in tracking staff sitting space/allocation as per the updated monthly Kampala office staff list & month end timesheet effort report project budget allocations.
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.
• Print CRS property numbers on all assets at time of acquisition.
• Ensure that all assets are engraved 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 filling 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 Administrative Manager.
Immigration
• Advise staff/travelers on immigration requirements for in country; provide support as needed to facilitate visa processing.
• Coordinate all visa requests for staff on official assignment and provide needed support.
• Generate a monthly visa status report on international staff and submit to the Head of Administration
Shipment
• Advise on needed documentation and procedure for all shipments for the CRS office upon receiving information on incoming shipments.
• Monitor all shipments to the CRS office and liaise with clearing agents on the clearing and delivery of items.
• Follow up with the various government agencies to process relevant documentations for imported items.
Receiving/Distribution
• Coordinate with the Procurement Unit on the receiving of goods.
• Generate and sign a goods received note for the received items.
• Receive invoices from vendors and initiate processing of payment requests.
• Receive goods received notes from the partners and delivery notes from the transporters; initiate payment process and follow up with Finance.
Inventory and Storage
• Ensure that all received goods are properly stored.
• Maintain stock records and ensure that they are up dated on a regular basis to reflect the movement of goods.
• Ensure that correct procedures and proper documentation is carried out by all personnel requesting items from stock.

Other Responsibilities (not exhaustive)
As assigned by your supervisor, perform other tasks, which are commensurate with your level in the organization.
AGENCY-WIDE COMPETENCES (for all CRS Staff):
These are rooted in the mission, values, and principles of CRS and used by each staff member to fulfill his or her responsibilities and to achieve the desired results.
• Serves with Integrity
• Models Stewardship
• Cultivates Constructive Relationships
• Promotes Learning

SUPERVISORY RESPONSIBILITIES: Office Assistants
KEY WORKING RELATIONSHIPS:
Internal to Organization: CRS Staff
External to Organization: Vendors, contractors and service providers.

Qualifications:
• Bachelor’s degrees in Administration, Social Sciences, Business Management or equivalent.
• Three (3) years’ work experience in a similar position, preferably with an International NGO or UN Agency with a good understanding of HR and Finance.
• Ability to plan resources and actions in order to ensure timely and efficient service delivery.
• Ability to assimilate and analyze situations, plus skill in handling unexpected situations.
• Ability to interact effectively with internal and external counterparts at various levels.
• Fluent written and spoken English.
• Knowledge of Microsoft Office software (Word, Excel, Outlook, and Internet) required.
• Desire to work effectively in a team oriented environment.

HOW TO APPLY:
Note: Please submit cover letter, CV and three work references (names and contact information only) to ug_recruitment@crs.org by 27th January, 2016.**
The following statement/declaration shall be included ON ALL job applications:
“I understand that CRS takes all allegations of abuse and exploitation seriously. Abuse or exploitation of children or vulnerable adults is grounds for immediate dismissal.”
Only selected candidates that meet the requirements will be notified. FEMALE CANDIDATES ARE ENCOURAGED TO APPLY.