Administration Coordinator

Administration Coordinator

  • Job Title: Administration Coordinator
  • Organization: Plan International
  • Duty Station: Uganda
  • Reports to: Administration Manager

About US:

Plan International was founded over 75 years ago and is one of the oldest and largest children’s development organizations (non-profit / INGOs) in the world. We work in 50 developing countries across Africa, Asia and the Americas to promote child rights and lift millions of children out of poverty. Plan's vision is of a world in which all children realize their full potential in societies that respect people's rights and dignity. Plan is independent, with no religious, political or governmental affiliations.

Job Summary: The Administration Coordinator will be implementing and supporting all Administration and Procurement processes of acquisition of services, works, supplies or goods at Plan International Uganda Kamuli Programme Unit Office. The incumbent is responsible for effectively ensuring compliance with Plan International policies, procedures and systems as defined in the Plan International Uganda Operations Manual.  The incumbent also negotiates agreements to authorised limits, with Administration budget management responsibility. The position contributes to management of identified administration and procurement risks in the department. Supervises Administration Assistants and Guards. The position regularly communicates to vendors and other services providers. Position is accountable to adherence of Administration and Procurement policies and procedures.

Key Duties and Responsibilities:  

    Prepares bid documents and coordinates the receipt of bids, bid evaluation, and award ensuring value for money following Plan International standard procurement guidelines and policies.

    Regularly reviews requests for goods/services for completeness and approvals and writes orders in the line of responsibility before executing the procurement process.

    Identifies a sufficient wide range of sources to provide adequate competitive bids of comparable overall quality and ensure existence of approved vendor list is developed based on Plan International Uganda pre-qualification selection process.

    Initiates and maintains professional relationships with all vendors and raise performance issues which require attention with vendors to his or her supervisor.

    Follows up on audit issues raised in the procurement subject area and in conjunction with your supervisor, takes appropriate action to ensure the issues are addressed.

    Maintains updated records related to procurement function to include vendor contract files, framework agreement files with service providers.

    Reviews, consolidates and circulates the weekly procurement progress report. Follows up feedback coming from staff in respect to the progress of their procurement requests.

    Conducts periodic review of active Purchase Orders under custody of Administration Assistants to determine delivery status and identify the outstanding Purchase Orders proposals that require cancellation.

Administration related job tasks:

    Responsible for general office administration for proper and efficient space allocation and utilisation, following up and addressing grievances raised by staff concerning staff hygiene, welfare, safety and security, etc.

    Reviews and submits monthly and quarterly fuel and repair cost reports with analysis that guides management decision making, collaborate with the Country Office Administration Unit in management of the central fuel contract with the selected fuel supplier.

    Responsible for ensuring that all vehicles and motorcycles at Programme Unit are in an optimal operating condition and monitors performance standards of selected garages to ensure value for money repairs.

    Manages the implementation of Plan International Uganda assets/property policy inclusive of asset register updating, reporting, asset movement and ensures appropriate filing of all relevant documents.

    Supports the disposal of assets for the Programme Unit to ensure that proper procedures are followed; disposals are conducted in time and in a transparent manner.

    Oversees proper management and maintenance of assets i.e. vehicles, motorcycles, furniture, fixtures and fittings, generators, etc.

    Responsible for general office administration addressing issues like office space, safety and security, utility bills, and follows up on repairs needed with external service providers and the landlord to ensure works are done and are value for money.

    Responsible for ensuring safety and security of Plan International Uganda Programme Unit staff, visitors, and property in line with the relevant Plan International Uganda policies and procedures.

    Formulates strong linkages with Administration and Procurement Coordinators at CO and Administration staff at other Programme Units that leads to efficient support function for Plan International Uganda.

    Supervises, directs and evaluates assigned staff, handling employee concerns and problems, directing work, coaching, and counseling, disciplining and completing employee performance appraisals.

Dealing with Problems:

    Late submission of requests for goods or services needed in a time shorter than the procurement process period.

    Evaluation of suppliers to ensure services are value for money and recommend actions based on respective supplier(s) performance.

Qualifications, Skills and Experience:

    The applicant for the Plan International Administration Coordinator job vacancy must hold a University Degree in social science/Arts, procurement or another related field.

    Possession of CIPS qualification is an added advantage.

    Computer literacy skills i.e. proficiency in MS Office and the internet

    A minimum of three years of relevant working experience in a relevant field.

    Previous exposure and experience in the preparation of solicitation documents for supplies, services and works.

    Strong hands-on experience in evaluations of supplies, services and works

    Hands-on experience in managing construction projects, renovations, and water and sanitation.

    Experienced in Microsoft Office applications i.e. Excel, Word, Access and Power Point

    Previous experience in community led projects adds an advantage

    Prior management and supervisory experience

    Team building and strategic planning skills

    Excellent problem solving ability and comfort with multi-tasking

    Excellent interpersonal communication skills,

Values and Behaviours:

Strive for lasting impact:

    Shows commitment and understanding to always act in the best interest of the child and respect to human rights.

    Promotes a culture of learning and sharing.

    Demonstrates a high degree of confidentiality.

Open and Accountable:

    Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Plan International values, striving for lasting impact

    Honest, encourages openness and transparency; demonstrates highest levels of integrity, capacity to include and empower others.

Works Well Together:

    Comfortable working with others, as part of a team or as a team leader. Builds and maintains effective relationships, with their team, colleagues, members and external partners and supporters; approachable, good listener, easy to talk to.

    Values diversity and sees it as a source of competitive strength.

    Develops and encourages new and innovative solutions.

    Thinks strategically, reflects about achievements and recognizes people’s contribution.

Inclusive and Empowering: Demonstrates commitment to working with vulnerable children and promoting equality for girls

How to Apply:

All suitably qualified candidates should send their letters of application, together with updated CVs, contact telephone numbers, copies of relevant certificates, names and contact details of three references plus salary history and send to:

The Country Human Resources and Organizational Development Manager,

Plan Uganda

Email to:

NB: Only short-listed applicants will be contacted. Please consider your application unsuccessful in case you do not hear from us by 31st December 2017

Deadline: 2nd October 2017