Plan International Administration Coordinator Jobs in Uganda

Plan International Administration Coordinator Jobs in Uganda


Role Purpose

  • 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.

    Dimensions of the Role

  • 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.

    Accountabilities

  • 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.

    Key Relationships

  • To maximize services delivery by the department, the post holder will be required to initiate, develop and maintain a range of external working relationships with organizations’ security networks and service providers.

  • Effective working relationships within Plan are also essential. The job holder will have frequent communication with Administration and Procurement Coordinators, CLT members, Program Unit Managers, Plan staff and various internal staff networks which include Administration staff Network, Drivers and Office Assistant network

    Technical Expertise, Skills and Knowledge

    Essential

  • Education and Experience

  • 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

    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

  • At least 3 years 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

  • 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

  • For more information and job application details, see; Plan International Administration Coordinator Jobs in Uganda




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