This position is responsible for running and coordinating the day-to-day administrative duties of the CWS Makere-Kasulu office. This includes receipt, distribution, and maintaining accurate records of office supplies at the CWS Kasulu office and field sites and the management of the CR accommodations.

Store/ Supplies and Facilities Management (80%)

• Receives equipment and supplies destined for the store and cross-checks purchase orders and delivery notes to ensure that the correct items, quantities, and quality have been supplied to RSC Africa.
• Management of Guest houses and CR supplies.
• Manage and monitor GH and worksite cleanness and ensure there are enough supplies for cleaning the compounds.
• Maintains accurate records of the movement of office supplies and equipment to and from the stores.
• Receives requisitions from staff for stationery among other supplies and ensures timely distribution required.
• Issue supplies for each new employee and recover the supplies when staff members leave RSC Africa.
• Maintains ample stock levels in the stores by presenting timely purchase requests for supplies that are at re-order levels through liaising with the Property Supervisor or the Procurement Officer.
• Ensures that stocktaking is carried out quarterly with the Senior Accountant/finance.
• Ensures that the supplies in the store are arranged and labeled properly to ensure easy retrieval of items and to facilitate stocktaking.
• Ensures that a weekly stock report is run, updated, and shared with the Property supervisor every Wednesday for stock-level tracking purposes.
• Ensures that the store is clean, and properly arranged and stock in the store is properly secured.
• Monitoring the usable life span of expiring stock and informing the property supervisor of the condition of these stock items.
• Determining the appropriate and efficient methods of storing various supplies in the store.
• Maintains and monitors stock levels in the ERP System.
• Ensures that all store policies, procedures, and controls are followed.
• Packs supplies and equipment for Field Trips and receives the equipment on return of the Field Trip and ensures all equipment is returned in good working condition.
• Liaises with the General Services officer to ensure drivers are on standby to pick up or drop visitors, staff, and/or equipment/supplies to various destinations as required.
• Works with the General service officer, or Administration Supervisor to order and take stock of office supplies ensuring that there is always enough supply for the smooth operation of the front office.

Office Management (15%)

• Assists in preparing for high-level meetings e.g., Partner’s meetings. This includes organizing visitor’s snacks/lunches as requested, and preparing materials and/or reports needed (if any)
• Schedule meetings (including virtual meetings) and meeting rooms as required on the Outlook Calendars.
• Continuously works on finding ways to improve administrative processes.
• Performs front office duties and maintains Office Management procedures including contact information, directions, and frequently requested organization information.

Additional roles and responsibilities (5%)

Perform other duties as assigned which are designed and developed to improve the operations of the CWS Africa Office.

Experience:

• Three (3) years of related work experience with increasing responsibilities is required.
• One experience in store management and stock recording.
• Previous experience working with an International NGO is an added advantage.

Skills:

• Demonstrated written and verbal English skills.
• Demonstrated computer skills, especially Microsoft Excel and Outlook.
• Demonstrated organizational and time management skills.
• Demonstrated strong communication skills.
• Demonstrated interpersonal relations.
• Demonstrated ability to manage heavy workload.

 Abilities:

• Manage large and diverse workload under pressure with competing priorities.
• Maintain the integrity of official records.
• Analyze and solve complex problems and make sound decisions.
• Work with minimal supervision.
• Maintain a high-performance standard with attention to detail.
• Work independently and contribute to overall operations of RSC Africa.

• Actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).