Job Summary
To review and monitor the implementation of policies and procedures for general office administration, fleet, asset, and inventory management in line with the departmental mission.
Overall Responsibilities
- Monitor the implementation of a procedure of periodic travel planning by the cluster team, make consolidate organizational monthly & quarterly travel plan in alignment to appropriate vehicle scheduling and allocations
- Weekly vehicle allocations while giving feedback to the key stakeholders in line with Baylor-Uganda fleet management policy.
- Develop and monitor the implementation of the periodic regular service schedule for timely routine servicing and repairs of the motor vehicles and motorcycles.
- Prepare monthly trip reports, fuel consumption reports and vehicle repair and routine maintenance reports to management.
- Develop and monitor the schedule for all motor vehicles and motorcycles insurance and update the insurance claims file and e-data base in line with Baylor-Uganda fleet management policy
- Verification of all utility bills, security, cleaning and vehicle repairs with supporting documents to establish their completeness and accuracy before submission to finance.
- Provide administrative support during the management of micro procurements within the Region in line with Baylor Uganda regional procurement guidelines.
- Receive and Capture Vendor Invoices in Navision system. Support the finance team to timely capture cluster-based vendor invoices in Navision system and submit then to the regional office for review, posting and payment.
- Review and upload mobile money payments at cluster level in the system.
- Reconciliation of Vendor ledgers and provide feedback to the respective vendors on the invoices paid.
- Generate Withholding Tax certificates and share with the respective vendors.
- Timely accountabilities for the petty cash for the cluster office
- Review and implement the approved security controls and procedures and supervision of the security team.
Required Qualification, Experience and Competencies:
- · A Bachelor’s Degree (honors) in a business-related course or any degree oriented towards Administration.· At least three (3) years relevant working experience in general office administration and fleet management in a reputable organization,
- 3 Years Relevant Experience
NOTE:
Applications should include a cover letter, CV, daytime telephone contact, three traceable professional references and certified UNEB certificates as well as certified University Transcripts
You must have at least a credit 6 in MATHEMATICS and ENGLISH at Ordinary Level (UCE). Only shortlisted candidates will be contacted for interview. Please note only shortlisted candidates will be contacted.
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