The Ugandan Jobline

• 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

• 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.

• 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.

• 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.

• 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

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