Senior Administrative Officer- (Re advertised)

Inter-University Council for East Africa (IUCEA)

Job Summary

The job holder will provide administrative support to the Principal Human Resource and Administration by coordinating all matters regarding office administration, procurement, transport, conferencing/meetings, protocol, security and supervision of general staff.

  • Minimum Qualification: Masters
  • Experience Level: Senior level
  • Experience Length: 7 years

Job Description/Requirements

1.0 Background Information
The Inter-University Council for East Africa (IUCEA) is a strategic institution of the East African Community (EAC) responsible for coordinating the development of human resources and research in the EAC Higher Education Institutions. The main objectives of IUCEA are to; (i) facilitate networking among universities in East Africa, and with universities outside the region; (ii) provide a forum for discussion on a wide range of academic and other matters relating to higher education in East Africa; and (iii) facilitate maintenance of internationally comparable education standards in East Africa so as to promote the region’s global competitiveness in higher education.

In order to fulfill its current mandate and to meet all its objectives and planned activities, IUCEA now wishes to recruit staff at the Secretariat for the posts; -

Applications are invited from qualified individuals from the EAC Partner States. Candidates from the Republics of South Sudan, Rwanda, Kenya and Burundi are especially encouraged to apply since the recruitment will be subjected to the EAC Quota System.

2.0 Description of the Positions

iv) Senior Administrative Officer- (Re advertised)

Unit: Human Resource and Administration
Grade: P2
Job Reports to: Principal Human Resource and Administration
Job Supervises: Procurement Officer and General Staff

Job Purpose: The job holder will provide administrative support to the Principal Human Resource and Administration by coordinating all matters regarding office administration, procurement, transport, conferencing/meetings, protocol, security and supervision of general staff.

Duties and Responsibilities
i. Provide cost effective and efficient administrative services including procurement of goods and services.
ii. Supervise the preparation of annual procurement plan.
iii. Manage transport issues including planning, allocation, maintenance, insurance, vehicle registration, controlling and accounting of fuel.
iv. Ensuring safety of staff and assets of IUCEA by ensuring secure working environment
v. Provide protocol services to visitors and dignitaries visiting IUCEA.
vi. Organise official luncheons, dinners, cocktails and other get together activities of IUCEA
vii. Supervise the management of IUCEA registry.
viii. Coordinate logistics for meetings, travel requests and produce relevant reports and minutes.
ix. Liaison with the ministries in charge of Foreign Affairs of the Partner States in all respect of immunities, Visas, work permits and privileges of IUCEA staff.
x. Follow up of supply of goods and services and generate procurement reports.
xi. Supervise Procurement Officer and the General staff.
xii. Performing any other duties that may be assigned by the Principal Human Resource and Administration from time to time.

Key Performance Indicators
i. Efficient administrative system.
ii. Safety of IUCEA staff and assets.
iii. Timely acquisition of office supplies.
iv. Timely processing of work permits, travel requests, report and meeting logistics.
v. Efficient transport system.

Minimum Job Requirements
a) Academic Qualifications
Masters’ degree in Business Administration (MBA) or Masters’ degree in Public Administration, International Relations or its equivalent from a recognised university
b) Professional Qualifications
Certified Public secretary (CPS), Post graduate Diploma in Human Resource, Purchasing and Supply Chain Management or its equivalent are an added advantage
c) Work Experience
Minimum eight (8) years, 3 years at senior position in either in public service or a busy private establishment

d) Key Competencies
S/He Must be able to provide strategic and team leadership, create a conducive and empowering work environment which promotes creativity and innovation among staff, coach, mentor and motivate staff, manage diversity, conflict and change, procurement, effectively communicate, have presentation, conceptual, analytical, planning, negotiation, networking, judgment and decision making skills; should also be computer literate.


3.0 Tenure and Remuneration
As per the EAC Staff Rules and Regulations, the successful applicant for this post shall serve for a five year term renewable once. A comprehensive remuneration package commensurate with the EAC Professional Job Grades and Diplomatic status shall be offered to the suitable candidate. Additional details on these packages may be obtained from the undersigned.

4.0 Age Limit
Applicants should not be more than 55 years as the EAC retirement age is 60 years.

5.0 Notification
The successful candidate shall be notified of his/her appointment by the 2nd week of April to give him/her enough time to also give notice to his/her employer.

6.0 Submission of Applications
The deadline for submission of application forms to the IUCEA Secretariat is 1st February, 2021. Application forms should be downloaded and filled online accompanied with the following:
(i) Certified copies of the applicant’s degree awards
(ii) Up to date and comprehensive Curriculum Vitae
(iii) Addresses of three referees, one of which should be of the current immediate supervisor.
(iv) Any other relevant supporting documents

Applications marked “APPLICATION FOR THE POST OF …….
Complete the online form on this link https://forms.gle/Jd3gkQw1mrm3Kuf9A / https://bit.ly/3aAnZ4X and submit application documents electronically to the following address:
The Executive Secretary
Inter-University Council for East Africa
P.O. Box 7110, Kampala, Uganda
Tel: +256 414 256 251/2
E-mail: recruit@iucea.org

NOTE :
1- All candidates who applied for the re-advertised positions earlier are encouraged to re-apply.
2- IUCEA will not accept hand delivered applications. Applicants must complete application forms as indicated above.

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