Administration Coordinator NGO Careers – Plan International

 

Job Title:    Administration Coordinator

Organization:  Plan
International

Duty Station:  
Uganda

Reports to: Country
Administration Manager

 

About US:

Plan International is an independent development and humanitarian
organisation that advances children’s rights and equality for girls. We believe
in the power and potential of every child. But this is often suppressed by
poverty, violence, exclusion and discrimination. And it’s girls who are most
affected. Working together with children, young people, our supporters and
partners, we strive for a just world, tackling the root causes of the
challenges facing girls and all vulnerable children.

 

Job Summary:  The Administration
Coordinator 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.

 

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
applicant must hold a University Degree in social science/Arts, procurement or
another related field.

·        
CIPS
qualification is an added advantage.

·        
At least
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 micro soft office applications ie excel, word, access and power point

·        
Experience
in community led projects adds an advantage

·        
Computer
literate in MS Office and the internet

·        
Knowledge
& Skills

·        
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

·        
Prior
middle level management and supervisory experience

·        
Team
building and strategic planning skills,

·        
Strong
problem solving ability and comfort with multi-tasking

·        
Excellent
interpersonal communication skills.

 

How to Apply:

All suitably qualified
and interested candidates should apply online at the link below.

 

Click
Here

 

Deadline: 15th October 2020

 

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latest jobs, please visit 
http://www.theugandanjobline.com or find us on our facebook page https://www.facebook.com/UgandanJobline

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