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Administration Manager NGO Job Opportunities – Educate !

Job Title:     Administration Manager
Organisation: Educate!
Duty Station: Kampala,
Uganda
About US:
Educate!’ develops young
leaders and entrepreneurs in Africa. Educate! provides a proven mix of a
leadership and entrepreneurship course, long-term mentoring, and practical
experience starting an enterprise for secondary school students. Educate! is
working with over 20,000 diverse youth across Uganda, growing to a staff of 53
in just five years, and has already incorporated its curriculum into Uganda’s
national education system to reach 25,000 students annually. The organization
has received the Ashoka Fellowship and several international awards and grants,
proving out a program model that can be replicated across Africa.
Job Summary: The Administration
Manager will provide procurement oversight, manage organizational resources
i.e. budgets, facilities & security and inventory, equipment and assets,
develop and lead administration strategy as well as manage the organizational
logistics of Educate! Uganda; as we move towards our vision for 2024 of
reaching one million youth annually across ten countries in Sub Saharan Africa.
Key Duties and Responsibilities:
Procurement Oversight – 35%
  • Keenly
    check procedure compliance in all procurements, document lack of compliance
    and conduct spot checks to ensure compliance.
  • Review
    and approve procurements that are documented, complete & accurate in
    compliance with relevant laws and Educate! policies and procedures.
  • Anticipate
    procurement needs to pre-select competitive vendors, and create systems to
    track  and strategically guard
    against common procurement challenges.
  • Build
    & maintain strong professional relationships with vendors
  • Strategically
    conduct market research before requisitions, and keep a keen eye on cost
    cutting through out the bidding process.
  • Improve
    quality of materials by consistent quality monitoring from initiation to
    usage.
  • Conduct
    formal quality checks, and document feedback between end user, the
    administration department and vendors
  • Material
    distribution is coordinated in a scalable system to deliver the
    appropriate supplies in good condition in a timely way in the right
    quantities.
  • Formally
    seek and document feedback from end – users to implement recommendations
Administration Strategy – 30%
  • Manage
    the admin team in alignment to the annual goals, and the organisations
    long term strategy.
  • Conduct
    regular risk assessment to create or quickly adjust plans due to
    anticipated problems.
  • Propose
    ways to turn challenges into opportunities when planning, and  advise staff on administrative and
    logistical challenges.
  • Design
    systems for scale with anticipatory consultation of other staff with
    independent implementation without much direction or support.
  • Lead
    the Admin team and put in place checks and balances to manage team to
    exceed departmental annual goals and work plan activities.
  • Anticipate
    capacity gaps and create innovative solutions.
  • Network
    and research to suggest new possibilities, try new ways of doing things
    using cutting-edge technology.
  • Design
    tracking and information systems for scale.
  • Guide
    management and employee actions by researching, developing, writing, and
    updating policies, procedures, methods, and guidelines; communicating and
    enforcing organization values.
  • Ensure
    the Admin manual integrated in employee orientation, ongoing training, and
    performance appraisal.
Resource Management – 20%
  • Manage
    the operations budget, scholarships budget and exhibitions budgets.
    Reallocate funds and choose activities in lines with organizational
    strategy.
  • Prepare
    budget proposals, create detailed budgets for come up projects, approve
    budget related expenses and  review
    variance reports.
  • Uphold
    proper financial procedures for procurement & reimbursements even
    during busy/difficult times
  • Prepare
    maintenance, testing and inspection schedules for upkeep of facility
    recurring needs and quality.
  • Suggest
    improvements based on regular staff feedback and respond to challenges
    within stipulated timelines.
  • Complete
    assessment of basic facilities as scheduled, oversee repairs and renovation
    of the often used facilities and communicate facilities updates to all
    staff.
  • Enforce
    security protocol for equipment & supplies, oversee distribution of
    keys, staff I.Ds, helmets, induction training logistics and orientation to
    safety procedures.
  • Inventory,
    equipment and asset management – ensure availability of inventory at all
    times
  • Create
    policies that manage inventory and train all staff to  follow the guidelines. Annually review
    these policies and update to reflect what is on ground,
  • Strategically
    manage equipment that is taken out of office or fragile such as cameras,
    phones, projectors, etc.
Logistics Management – 15%:
  • Create
    an organization-wide filing system, coordinated with segregation by
    department, controls on access, standard ordering of files.
  • Communicate
    office space organization and allocation by labelling of different rooms,
    equipment, and storage spaces by function.
  • Maintain
    office attractiveness ie displays, internal office communication platforms
    like notice boards, library management, cabinets etc. 
  • Track
    office/NGO registration with national government, local authorities, and
    landlords.
  • Cross
    departmental coordination through timely submission of reports, holding
    interdepartmental meetings on a regular basis and jointly creating
    schedules for procurement related activities.
  • Events
    and guest management – ensure Educate! local and international guests get
    a pleasant experience.
  • Procedures
    for telephone messages, reception, and E! office tours are formal and
    monitored to ensure quality.



Qualifications, Skills and Experience: 
  • The
    ideal candidate should preferably hold a Bachelor’s degree in Business
    Administration, Procurement and Logistics Management, Social Work &
    Social Administration or any relevant field. Possession of a Masters
    Degree in a relevant field is  an
    added advantage.
  • At
    least three years of professional experience
  • Key
    desirable traits: Systems oriented, high integrity, excellent customer
    service, general management and strong personality.
  • Previous
    experience in multitasking in a fast – paced environment, set priorities,
    work independently as well as thrive a team
How to Apply:
All suitably qualified and
interested candidates should apply online at the link below.
For more of the latest jobs,
please visit http://www.theugandanjobline.com or
find us on our facebook page https://www.facebook.com/UgandanJobline

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