Job Title: Administration Coordinator
Organisation: Plan
International
International
Project Name: Improved
Access and completion of Quality Basic Primary Education
Access and completion of Quality Basic Primary Education
(IAQUBE)
Funding Source: Plan UK
Duty Station: Uganda
Reports to: Administration
Manager
Manager
About Plan:
Founded 75 years ago, Plan
International is one of the oldest and largest child centered development
organizations 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.
International is one of the oldest and largest child centered development
organizations 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.
About IAQUBE Project:
Plan Uganda has received
funding from Plan UK to implement a school improvement project in 4 targeted
schools in Lira District. The project aims at bridging the gaps in Education by
Improving access and quality basic education in Lira through improving a
conducive teaching and learning environment for boys and girls.
funding from Plan UK to implement a school improvement project in 4 targeted
schools in Lira District. The project aims at bridging the gaps in Education by
Improving access and quality basic education in Lira through improving a
conducive teaching and learning environment for boys and girls.
Job Summary: The
Administration Coordinator will primarily have the responsibility of providing efficient
and effective support of the Field Office Procurement and Administration
function at Lira office. Working in collaboration with the Country Office based
Administration Manager Lira Program Unit Manager, the incumbent ensures that
procurement and administration policies and procedures are correctly
interpreted, understood and implemented by the staff.
Administration Coordinator will primarily have the responsibility of providing efficient
and effective support of the Field Office Procurement and Administration
function at Lira office. Working in collaboration with the Country Office based
Administration Manager Lira Program Unit Manager, the incumbent ensures that
procurement and administration policies and procedures are correctly
interpreted, understood and implemented by the staff.
Key Duties and Responsibilities:
1. Procurement:
- In
charge of coordination and effective implementation of procurement plans
and ensuring timely responses and deliveries of goods, services and works; - Execute
the required procurement process in line with organization’s policies and
procedures including but not limited to ; preparation of bid documents,
receipt, evaluation and award, preparation of local purchase orders and
effective contract management; - In
charge of maintaining and updating the supplier data base and their
appraisal and implementing an efficient mechanism to manage supplier
relations; - Ensure
that supplier payments follow set guidelines; - Ensure
proper record keeping as well as accurate reporting; - Guide
users on procurement related matters; - Write
orders in the line of responsibility and draft related correspondences
2. Administration:
- Ensure
the effective management including monthly reports and maintenance of
assets i.e. furniture, fixtures and fittings, vehicles, generators, computers,
copiers/fax machines, etc; - Proper
management of asset registers i.e. regular updating, insurance, disposal
planning and proper utilization; - General
office administration for proper and efficient operations of other
departments; - Legal
services i.e. drafting/preparing all contract documents and advisory role
to all matters requiring legal interpretation in consultation with the
Plan’s retained Attorney; - Proper
management of inventory/stationary stocks and reconciliations; - Overseeing
security as the overall focal point person for human as well as physical
assets of the organization; and - Perform
any other task as may be assigned by the supervisor from time to time.
Qualifications, Skills and Experience:
- The
prospective Plan International employee should hold a University Degree in
social science/Arts, Law or Business related discipline. Professional CIPS
qualification is an added advantage. - A
minimum of four or more years working experience in a relevant field. - Past
experience in fleet, assets, stores and general office management with
large organizations preferably NGOs; - Computer
literacy i.e. proficient in the use of Microsoft office applications i.e. Excel,
word, access and power point; - The
applicant must be familiar with health and safety issues. He/she should be
experienced in the security function at an operation level in an
organization; - Past
experience in fuel and monitoring of repairs is essential. - The
applicants should also be experienced in scheduling transport and making
bookings; - Experience
in construction management; - Prior
management and supervisory experience; and
How to Apply:
All suitably qualified
candidates should submit electronic copies (of not more than 2MB) of letters of
application, together with a CV. Contact telephone numbers, copies of relevant
certificates, names and contact details of three references plus salary history
should be included and sent to:.
candidates should submit electronic copies (of not more than 2MB) of letters of
application, together with a CV. Contact telephone numbers, copies of relevant
certificates, names and contact details of three references plus salary history
should be included and sent to:.
Country Human Resources Manager
Plan Uganda
Deadline: 21st November, 2014
NB:
Qualified female candidates are encouraged to apply. Only Short-listed
candidates will be contacted. Please consider your application unsuccessful in
case you do not hear from us by 30th December, 2014. Only soft
copies of application will be considered.
Qualified female candidates are encouraged to apply. Only Short-listed
candidates will be contacted. Please consider your application unsuccessful in
case you do not hear from us by 30th December, 2014. Only soft
copies of application will be considered.
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