Administration Coordinator NGO Jobs – Plan International

Job Title:      Administration Coordinator
Organization: Plan
Duty Station: Kampala,
Reports to: Administration
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 implement
and support all administration activities in compliance with PLAN Uganda, FOB
or donor specific policies and procedures and ensures that such policies and
procedures are correctly interpreted, understood and implemented by the staff.
The Administration Coordinator at Country Office supervises Drivers, Security
Guards, Customer Care Assistant and any other support staff. The position contributes
to management of identified Administration risks in the department. The
position regularly communicates to service providers and maintains key
relations with all staff.
Key Duties and Responsibilities: 
  • Responsible for general office administration for proper and
    efficient space allocation and utilization, following up and addressing
    grievances raised by staff concerning staff hygiene, welfare, safety and
    security etc.
  • Keep custody of Country Office fleet records including but not
    limited to vehicle log books, maintenance and repair records, valid
    insurance certificates, etc and ensure periodic update of such records.
  • Monitor usage of fuel, manage the central fuel contract with the
    selected fuel supplier and complete monthly fuel consumption analysis
  • Ensure that all vehicles and motorcycles at country office are in an
    optimal operating condition and monitor performance standards of selected
    garages to ensure value for money repairs
  • Prepare and follow weekly transport plans and route schedules with
    relevant staff (drivers and officers) including those in the program areas
    to ensure efficiency in staff movements according to Plan transport
  • Implement PLAN Uganda assets/property policy inclusive of asset
    register updating, asset movement and ensure appropriate filing of all
    relevant documents.
  • Support the disposal of assets for the Country Office and PUs to
    ensure that proper procedures are followed; disposal lists are
    consolidated, adverts placed and disposals are conducted in time and in a
    transparent manner.
  • Ensure proper management and maintenance of assets i.e. furniture,
    fixtures and fittings, generators etc.
  • Responsible for international staff residence, and general office
    administration ensuring addressing issues like office space, safety and
    security, utility bills, follow-up on repairs needed with external service
    providers and the landlord to ensure works are done and are value for
  • Ensure safety and security of Plan staff, visitors, and property in
    line with the relevant Plan Uganda policies and procedures. Supervise the
    activities of hired security firm services to adhere to agreed terms and
    conditions of service.
  • Supervise, evaluate, train and mentor assigned staff develop skills
    and competences that enable them fulfill their roles and grow in the
  • Develop strong linkages for with Procurement Coordinator at CO and
    Admin staff at PUs that leads to efficient support function for PLAN

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.
  • CIPS qualification is an added advantage.
  • Computer literate in MS Office and the internet
  • A minimum of four years of working experience in a relevant field.
  • Experience in fleet, assets, stores and general office management
    with large organizations preferably NGOs.
  • Experienced in micro soft office applications i.e. excel, word,
    access and power point
  • Should be familiar with health and safety issues. He/she should be
    experienced in the security function at an operation level in an
  • Experience in fuel and monitoring of repairs is essential.
  • Should be experienced in scheduling transport and making bookings.
  • Experience in construction management
  • Prior management and supervisory experience
  • Ability to use SAP software solution will be an added advantage
  • Good team building and planning skills
  • Strong problem solving ability and comfort with multi-tasking
  • Excellent interpersonal communication skills
  • Excellent written and analytical skills.
How to Apply:
All suitably
qualified candidates should apply online at the link below.
Deadline: 5th April 2019
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