Administration Coordinator Non-profit Jobs - Plan International


Job Title:        Administration Coordinator
Organisation: Plan International
Duty Station:  Uganda
Reports to: Administration Manager

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 implements and supports all Administration and Procurement processes of acquisition of services, works, supplies or goods at Plan International Uganda Adjumani Office. S/he is responsible for ensuring effective compliance with Plan International Uganda policies, procedures and systems as defined by Plan International Uganda Operations Manual. The position holder negotiates agreements to authorised limits and contributes to management of identified administration and procurement risks in the department. S/he supervises Administration Assistants and guards. The incumbent regularly communicates to vendors and other service providers. S/he is accountable for adherence to Administration and Procurement policies and procedures.

Key Duties and Responsibilities: 
  • Prepares bid documents and coordinates the receipt of bids, bid evaluation, and award ensuring value for money following standard procurement guidelines and Plan International policies
  • Reviews request for goods/services for completeness and approvals and writes orders in the line of responsibility before executing the procurement process.
  • Identifies a sufficient wide range of sources to provide adequate competitive bids of comparable overall quality and ensures existence of approved vendor list is developed based on PLAN Uganda pre-qualification selection process.
  • Initiates and maintains professional relationships with all vendors and raises performance issues with vendors to his or her supervisor that require attention.
  • Follows up on audit issues raised in the procurement subject area and in conjunction with his or her supervisor, takes appropriate action to ensure the issues don’t recur.
  • Maintains updated records related to procurement function to include vendor contract files, framework agreement files with service providers.
  • Reviews, consolidates and circulates the weekly procurement progress report.
  • Follows up feedback coming from staff in respect to the progress of their procurement requests.
  • Carries out periodic review of active Purchase Orders under custody of Administration Assistants to determine delivery status and identify the outstanding Purchase Orders proposals that require cancellation.
Administration related job tasks.
  • Responsible for general office administration for proper and efficient space allocation and utilisation, following up and addressing grievances raised by staff concerning staff hygiene, welfare, safety and security.
  • Reviews and submits monthly and quarterly fuel and repair cost reports with analysis that guides management decision making, collaborate with the Country Office Administration Unit in management the central fuel contract with the selected fuel supplier.
  • Responsible for all vehicles and motorcycles in the Programme Area are in an optimal operating condition and monitor performance standards of selected garages to ensure value for money repairs.
  • Oversees implementation of Plan International Uganda assets/property policy inclusive of asset register updating, reporting, asset movement and ensure appropriate filing of all relevant documents.
  • Supports the disposal of assets for the Programme Area following proper procedures.
  • Oversees 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.
  • Responsible for safety and security of Plan International staff, visitors, and property in line with the relevant Plan International policies and procedures.
  • Develops strong linkages for with Administration and Procurement Coordinators at Country Office and Administration staff at other Programme Areas that leads to efficient support function for Plan International Uganda.
  • Supervises, directs and evaluates assigned staff, handling employee concerns and problems, directing work, coaching, and counseling, disciplining and completing employee performance appraisals.


Qualifications, Skills and Experience:
  • The applicant for the Plan International Administration Coordinator job opportunity 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
  • Three years of working experience in a relevant field.
  • Previous 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 i.e. excel, word, access and power point
  • Experience in community led projects adds an advantage
  • Prior management and supervisory experience
  • Team building and strategic planning skills
  • Strong problem solving ability and comfortable with multi-tasking
  • Excellent interpersonal communication skills

How to Apply:
All suitably qualified candidates should send their letters of application, together with updated CVs, contact telephone numbers, copies of relevant certificates, names and contact details of three references plus salary history and send to:

The Country Human Resources and Organizational Development Manager,
Plan Uganda

Email to: uganda.recruitment@plan-international.org

Deadline: 13th April 2018

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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