Administration Coordinator Non-profit Careers – Plan International

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:
uganda.recruitment@plan-international.org.
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
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