Administrative Officer

The Sustaining Gains & Continuing Services for Smallholder Farmers (SGCF) Project is designed as a 12-month consolidation initiative that brings together selected results, relationships and delivery structures established under CG and BRIGHT into one focused project implemented by GOAL Uganda in partnership with Agriterra. The project will ensure continuity of support to smallholder farmers, FOs, cooperatives and other local actors across the 14 districts of Elgon, Rwenzori and Kigezi, while working closely with district local governments, private sector partners, financial service providers and implementing partners up to August 2027. The project will build on good practices, networks, community and household / farmer-led planning processes developed by CG and BRIGHT. The SGCF Project will focus on preserving gains already made, sustaining critical services, consolidating relationships with farmers and institutions, and generating practical learning for the next EKN programme design. 

The Administrative Officer is responsible 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.

• Receive visitors to office in a professional manner.
• To ensure the outside reception area is kept clean and tidy
• Liaise with logistics and drivers regarding travel arrangements as required.
• Processing 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 the hired security guards to ensure compliance of the security standard operating procedures are executed without any lapse.
• Report any security challenges identified to his/her line manager for immediate attention and action.
• To maintain a mail log recording all outgoing and incoming correspondence.
• Manage Front office stationery to ensure that stocks are maintained at adequate levels for the efficient running of the office.
• Place quantity orders for office supplies and ensure order / purchase form is completed and submitted for processing.

• 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, share with the office attendant and compound cleaner to ensure the office ambience and environment is well maintained to required GOAL standards.

• Assist logistics and procurement department with the 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 where required prepare documentation for orders, bids receiving/recording, including payment requisition forms etc.
• Assist in setting up inventory and maintenance list for all furniture and non-asset items in Mbale and district field offices.
• Manage mini store at Mbale office ensuring that stock management procedures are executed according to GOAL policies.
• Receiving both program and administrative stock delivered by suppliers, prepare a goods received note (GRN) upon verification of the requesting department and submit invoices to procurement for supplier payments.
• 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

• 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.

• Possess good communication skills
• Ability to prioritise different tasks in efficient manner
• Possess good interpersonal skills

Flexible and hardworking

At GOAL we welcome people of all abilities and want to ensure that our hiring and interview process meets the needs of all applicants. If you require a reasonable accommodation to make your application or interview experience a great one, please just contact our Recruitment Team at recruitment@ug.goal.ie

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.

Children and vulnerable adults a must be safeguarded to the maximum extent from deliberate or inadvertent actions and failings that place them at risk of abuse, sexual exploitation, injury, and any other harm. One of the ways that GOAL shows this on-going commitment to safeguarding is to include rigorous background and reference checks in the selection process for all candidates.

Established in 1977, GOAL is an international humanitarian agency and works with the most vulnerable communities to help them respond to and overcome humanitarian crises, and to assist those facing poverty and exclusion achieve greater resilience and well-being. GOAL envisions a world beyond humanitarian crises where poverty no longer exists, where vulnerable communities exposed to shocks and stresses are resilient, where barriers to well-being are removed and where everyone has equal rights and opportunities. 

First operational in Uganda in 1979, the current GOAL Uganda country programme focuses on Health, (including WASH, Health Accountability and Nutrition); and a market-based systems approach to improving agricultural livelihoods and WASH. GOAL Uganda mainstreams gender, child protection, social behavior changes and resilience strategies across all programming. GOAL uses a mixture of direct implementation and partnerships with national and international civil society organizations, local government, the private sector and communities to give effect to our mission.