Administration Officer Finca

The Administration Officer is responsible for the efficient day-to-day running of administrative operations of FINCA Uganda. This role involves working closely with the Administration Manager to provide comprehensive administrative support in areas including transport management, staff identity Card processing, Closed User Group and airtime processing, staff accommodation management, branch support, procurement support as needed, people management, and utilities, bills, and supplies management. Additionally, the Administration Officer handles and coordinates office equipment repairs, such as computers, printers, and laptops, ensuring service providers respond promptly and support branches in a timely manner. This function supports the organization through reliable and timely support services, adhering to and enhancing FINCA Uganda’s administrative policies and procedures.

Main duties and responsibilities:
Branch support
• Supporting branches on a timely basis and coordinating with other staff in the department to endure that branch requests and issues related to transportation are resolved within agreed Service level agreement timelines, and closing out any customer service-related incidents.
• Tracking and monitoring the branch status report on monthly basis and ensuring that all raised issues affecting the branches are closed within the agreed service level agreement timelines.

Supporting Invoicing and Payments
• Ensuring timely and accurate processing of invoices and credit notes from suppliers and payment claims received from internal and external sources related to transportation and fleet management.
• Preparing and processing invoices for payment, ensuring compliance with FINCA Uganda’s policies and procedures and following up with finance to ensure that the invoices are paid within one week of receipt.
• Monitoring and managing the invoicing process, ensuring all invoices are properly documented and approved.
• Maintaining accurate records of all invoices and payments, ensuring they are filed and archived appropriately.
• Assisting with the reconciliation of supplier statements to ensure accuracy of payables data.

Transport and Fleet Management
• Reviewing vehicle and motorcycle maintenance records on a monthly basis and sharing with management the reports extracted from the asset management system.
• Reviewing fuel bin cards for branch generators, motorcycles, and cars.
• Managing Head Office and Branch motor vehicles maintenance schedules.
• Managing the allocation of Head Office and Central Region vehicles scheduling, ensuring that branches using the Central motor vehicle are properly supported for their fieldwork.
• Working with Regional Managers to ensure regional vehicles are well-supported and maintained.
• Supervising all drivers and coordinating their leave schedules with regional managers to ensure continuous support and coverage.
• Ensuring timely bookings for all staff requests in accordance with procedures and ensure timely support for all staff requesting for transport.
• Managing fuel usage and preparing monthly reconciliations for timely payments and reporting on lapses.
• Overseeing vehicle procurement, registration, and disposal processes as needed.
• Ensuring compliance with all relevant transportation regulations and policies.
Identity Card Processing
• Liaising with Human Resource to ensure that all new staff receive their Identification cards in the month they join the organization.
• Liaising with Human Resource to ensure that all exiting staff return their Identification Cards, which are then destroyed in a timely manner and ensuring that a monthly report of destroyed Identification Cards is sent to the Administration Manager.
• Ensuring that for all lost Identification Cards, staff make a payment of Ugx 15,000 for replacement and provide the receipt and police letter before issuing a new Identification Card.
• Ensuring that all Identification Cards printed have been approved for branding requirements by Marketing.

Closed User Group Simcard and Airtime processing
• Liaising with the service provider to ensure the right amount of airtime is credited and follow up with reconciliations on a monthly basis for bills spent on airtime.
• Generating a list of staff supposed to receive airtime and Closed User Group simcards and computing the airtime they are supposed to receive, share the list with the Administration Manager for review before e replenishment every month.
• Ensuring airtime is credited to the lines for staff by the 15th of every month to avoid disconnection.
• Ensuring all communications for replacements of lost Closed User Group simcards are done with the approval of the Administration Manager.
• Ensuring that all lost lines have police reports and incident reports before sending the same to service provider for replacement.

Bills/Utilities Payments
• Liaising with Umeme and National Water to ensure that bills are promptly sent for timely settlement.
• Liaising with branch managers and branch supervisors to ensure all bills delivered at the branch are sent for payment.
• Ensuring that all branch utilities are settled in time to avoid disconnection and receipts sent to the branches for their filing.
• Query bills that seem exaggerated with UMEME and NWSC and follow through for all reconciliations to ensure value for money.

Competencies
To perform the job successfully, an individual should demonstrate the following competencies:
• Ethics and integrity
• Results and achievement driven.
• Ability to meet deadlines
• Report writing skills.
• Good analytical skill
• Good interpersonal skills
• Team Player
• Ability to work well under pressure.
• Professionalism
• Flexibility to travel.

Qualifications, Skills and Experience
• Bachelors’ degree from a reputable university in the field of Procurement and supply / Business Administration, Transport and Logistics, Operations management.
• At least 2 years’ experience in handling administration work.