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
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