Careers

ADMINISTRATOR. REF. CRN/08/2019/04 (1 POSITION)

Full time / Part time Full time
Location CRANE Offices, Namirembe, Kampala, Uganda
Hours of work 40 hours per week
Reporting to Director
Terms of employment Fixed Term contract
Duration of Contract 2 years-Renewable on excellent performance and availability of funds

Organisational Background

CRANE’s vision is to see children safe, well and fulfilling their God-given potential.

CRANE seeks to bring lasting change for children by building a network of churches and community organisations that are locally focused and united in purpose and can achieve more by working together than by working in isolation.

CRANE’s work for children is based on Biblical principles that put the child at the Centre and pursues the best

interest of the child. The collective action of the members is focused around three main areas: Children are in Safe Spaces; Children are in Loving Families; Children are Educated in Strong, Creative, Holistic, Inclusive and Protective Quality Schools

Through its member organisations and development Partners, CRANE is increasing the unity, quality and impact of work for children at risk, impacting over 70,000 children around the country.

Job Purpose

CRANE Staff are considered the key ‘goal scorers’ of the network because they are the main interface between the members and the collaborative initiatives. You will be able to do this in a very practical way as you use your gifts and abilities to support the work that seeks to keep children safe. Your role will support member organisations that have a desire to help vulnerable children.

Job Summary

The Administrator will provide top quality administrative support to our Director and Senior Management Team. The balance of your energy and professionalism will mean that the support is well managed and that the associated administration is of a high standard. You will be responsible for checking and verifying narrative and financial reports for accuracy, consistency and integrity. You will ensure that all routine internal and external communication and reporting requirements are met.
This role will help CRANE to achieve its vision and to fulfil its desired outcomes, as outlined above.

Roles & Responsibilities

• Provide top quality administrative support to the Director and Senior Management Team
• Proactively follow up action and, approval and reporting between management and procurement meetings
• Support Management with arranging meetings both internally and externally, circulating agendas, minute taking for internal meetings, organizing space allocation
• Ensure that all routine internal and external communication and reporting requirements are met
• Coordinate event planning and management as required
• Keep accurate minutes of all Board and management meetings and provide the Director with weekly updates on progress of action points
• Assist with recruitment processes, including participating in shortlisting and interview processes
• Respond to communication and emails and interface with stakeholders in a way that upholds the vision and values of CRANE
• Prepare internal and external documents for managers, staff, members and stakeholders
• Arrange events to take place outside of the work place, such as fundraising events
• Manage logistics of internal and external meetings, including spaces, travel for delegates, documentation and catering as required
• Prepare logistical support for travel and attendance at meetings, workshops and overseas field trips where required
• Ensure all CRANE policies are reviewed and updated at least once a year. Ensure staff know and understand the policies in collaboration with the relevant managers and ensure compliance
• Ensure that CRANE’s Risk Management and Risk Register are up to date, effectively monitored, with staff compliance to the Risk Management policy
• Ensure that CRANE is compliant with rules and regulations governing the work according to local, national and international legal procedures and rules governing contracts with donors, coordinating and reporting on all compliance issues
• Regularly review Internal Control Systems for its effectiveness and appropriateness to achieve CRANE’s objectives and report on areas of improvement.
• Monitor actions taken by management in response to audit reviews, ensuring that all agreed audit actions and recommendations are accurate and timely implemented.
• Adhere to all CRANE policies
• Manage a variety of stakeholders and their expectations through regular communications
• Make recommendations to management on how to improve control frameworks and manage risks in various contexts and across different functions
• Assist in the development of external communications
• Assist in the development of funding proposals
• Uphold a strict level of confidentiality
• You will lead the team in an act of Christian worship as and when requested.
• Perform any other duties that may be assigned to you by your Line manager from time to time.

Minimum Qualification, Skills and Abilities

• Hold an Undergraduate qualification in Finance, Office information Management Organizational psychology, Development Studies Social Science or Human Resource Management from a reputable institution of higher learning. (Essential)
• A Postgraduate qualification in any of the above fields. (Desirable)
• At least 5 years of Administration and Management experience in an organised work environment at a middle management level (Essential)
• Proficient in the use of ICT and other data manipulation software (Essential)
• You will live out our passion to see the local church becoming a credible carer of children at risk by being a committed Christian actively engaged in the life of a local church (Essential)
• Strive for high quality results in everything you do (Essential)
• Have strong administration and Management skills, with excellent communication skills and willingness to flexibly support the team (Essential)
• You will be able to communicate accurately and effectively in written and spoken English (Essential)

• A proven track record of responding with emotional intelligence to those around you. (Essential)
• You will have an impeccable record of timekeeping and meeting deadlines (Essential)
• Have strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities (Essential).
• You will have advanced skills in Microsoft Office, with an ability to become familiar with CRANE, specific programs and software (Essential)
• You will have knowledge and understanding of internal auditing standards and risk management concepts. (Essential)
• You will be a skilled writer, able to convey complex issues in an engaging and readable manner (Essential)
• You will have exceptional interpersonal skills (Essential)
• You will be able to make good decisions as a part of a team (Essential)
• You will operate your office with utmost respect for every person in the team (Essential)
• Experience of negotiating difficult deals (Desirable)
• Experience in managing HR systems and its guiding laws and administration (Desirable)
• A proven track record of building collaborative relationships with the ability to relate to all stakeholders (Desirable)
• A proactive solution-finder, not a reactive problem-solver (Desirable)

Personal Specification

• Understand and have a passion for God’s heart for children (Essential)
• Have a strong sense of calling to CRANE (Desirable)
• You will treat all children at all times in full adherence to CRANE’s vision and values (Essential)
• Build strong connections with people through effective communications (Desirable)
• Aim for quality results and value for money at all times (Essential)
• Be committed to the Church and have a heart for her role in collaborating to help children at risk (Desirable)
• Be able to undertake regular field travel (Essential)

Personal Specification

  • Knowledge and experience in / training in child protection and safeguarding
  • You will have at least 5 years of experience in managing and supporting a busy staff environment (Essential)
  • Evidence of clear criminal record (Essential)

Application Procedure

Should you fulfil the above-mentioned requirement, and be interested in the above position, please submit your expression of interest written in reference to the Job Description. (Quote the Job Reference Number in the subject heading of the letter or email) and strictly a maximum three page Curriculum Vitae. CVs longer than 3 pages and Emails with more than 150 KB of attachments will not be shortlisted
Submit applications to the address below not later than Friday 30th August 2019 at 5:30pm.

The Head of Human Resources and Field Support Services

Children at Risk Action Network, CRANE P.O Box 14003 Kampala OR

Email  hfss@cranenetwork.org

Please note that only shortlisted candidates will be contacted to invite them for interviews