Administration Coordinator NGO Career Jobs – Plan International

Job
Title:           
Administration Coordinator –
Rising Project
 
 
Organization:  Plan International
Duty Station:   Uganda
Reports to:        Administration
Manager
About US:
Plan International is an independent child rights and
humanitarian organisation committed to children living a life free of poverty,
violence and injustice. We actively unite children, communities and other
people who share our mission to make positive lasting changes in children’s and
young people’s lives. We support children to gain the skills, knowledge and
confidence they need to claim their rights to a fulfilling life, today and in
the future. We place a specific focus on girls and women, who are most often
left behind. We have been building powerful partnerships for children for more
than 75 years, and are now active in more than 70 countries.
Job Summary: The Administration Coordinator – Rising
Project will implement and support all Administration and Procurement processes
of acquisition of services, works, supplies or goods at PLAN Uganda PU Office
effectively ensuring compliance with PLAN policies, procedures and systems as
defined by PLAN Uganda and Operations Manual.
The incumbent also negotiates agreements to authorised
limits, with Admin budget management responsibility. The position contributes
to management of identified administration and procurement risks in the
department. Supervises Admin Assistants and Guards. The position regularly
communicates to vendors and other services providers. Position is accountable for
adherence of Administration and procurement policies and procedures.
Key Duties and Responsibilities:
·       
Prepare bid documents and coordinate the receipt
of bids, bid evaluation, and award ensuring value for money following standard
procurement guidelines and Plan policies
·       
Review request for goods/services for
completeness and approvals and write orders in the line of responsibility
before executing the procurement process.
·       
Identify 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 Uganda
pre-qualification selection process.
·       
Initiate and maintain professional relationships
with all vendors and raise performance issues with vendors to your supervisor
that require attention.
·       
Follow up on audit issues raised in the
procurement subject area and in conjunction with your supervisor, take
appropriate action to ensure the issues don’t recur.
·       
Maintain updated records related to procurement
function to include vendor contract files, framework agreement files with
service providers.
·       
Review, consolidate and circulate the weekly
procurement progress report. Follow up feedback coming from staff in respect to
the progress of their procurement requests.
·       
Carry out periodic review of active Purchase
Orders under custody of Admin Assistants to determine delivery status and
identify the outstanding Purchase Orders proposals that require cancellation.
Administration relates job tasks.
·       
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
·       
Review and submit monthly and quarterly fuel and
repair cost reports with analysis that guides management decision making,
collaborate with the Country Office Admin Unit in management the central fuel
contract with the selected fuel supplier.
·       
Ensure that all vehicles and motorcycles at PU
are in an optimal operating condition and monitor performance standards of
selected garages to ensure value for money repairs.
·       
Oversee implementation of PLAN Uganda
assets/property policy inclusive of asset register updating, reporting, asset
movement and ensure appropriate filing of all relevant documents.
·       
Support the disposal of assets for the PU to
ensure that proper procedures are followed; disposals are conducted in time and
in a transparent manner.
·       
Oversee 
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,
follow-up on repairs needed with external service providers and the landlord to
ensure works are done and are value for money
·       
Ensure safety and security of Plan staff,
visitors, and property in line with the relevant Plan uganda policies and
procedures
·       
Develop strong linkages for with Administration
and Procurement Coordinators at CO and Admin staff at other PUs that leads to
efficient support function for PLAN Uganda.
·       
Supervise, direct and evaluate assigned staff,
handling employee concerns and problems, directing work, coaching, and
counseling, disciplining and completing employee performance appraisals.



Qualifications, Skills and Experience:
·       
The ideal applicant for the Plan International
Administration Coordinator – Rising Project job must a University Degree in
social science/Arts, procurement or another related field.
·       
CIPS qualification is an added advantage.
·       
Three years of working experience in a relevant
field.
·       
Experience in 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 ie
excel, word, access and power point
·       
Experience in community led projects adds an
advantage
·       
Prior middle level management and supervisory
experience
·       
Computer literate in MS Office and the internet
·       
Strong negotiating, facilitating and influencing
skills
·       
Strong analytical and problem solving skills
·       
Communicates clearly and effectively
·       
Strong team-building and motivational skills
·       
Good interpersonal and public relation skills
·       
Proficient in computer skills and use of
relevant software and other applications
·       
Team building and strategic planning skills,
·       
Strong problem solving ability and comfort with
multi-tasking
·       
Excellent interpersonal communication skills.
How to Apply:
All candidates should apply online at the link below.
Deadline: 23rd December 2019

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