Plan International NGO Jobs in Kampala - Uganda - Administration Coordinator Vacancies

Plan International NGO Jobs in Kampala - Uganda - Administration Coordinator Vacancies

  • Administration Coordinator

    Department & Location
  • Administration


    Working in 50 developing countries across Africa, Asia and the Americas, Plan aims to reach as many children as possible, particularly those who are excluded or marginalised with high quality programs that deliver long lasting benefits by increasing its income, working in partnership with others and operating effectively.

    To implement and support all administration activities in compliance with PLAN Uganda, FOB or donor specific policies and procedures and ensures that such policies and procedures are correctly interpreted, understood and implemented by the staff.

    Dimensions of Role:

    The Administration Coordinator at Country Office supervises Drivers, Security Guards, Customer Care Assistant and any other support staff.

    The position contributes to management of identified Administration risks in the department.

    The position regularly communicates to service providers and maintains key relations with all staff.

    Typical Responsibilities - Key End Results of Position:

  • 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.
  • Keep custody of Country Office fleet records including but not limited to vehicle log books, maintenance and repair records, valid insurance certificates, etc and ensure periodic update of such records.
  • Monitor usage of fuel, manage the central fuel contract with the selected fuel supplier and complete monthly fuel consumption analysis report.
  • Ensure that all vehicles and motorcycles at country office are in an optimal operating condition and monitor performance standards of selected garages to ensure value for money repairs
    Prepare and follow weekly transport plans and route schedules with relevant staff (drivers and officers) including those in the program areas to ensure efficiency in staff movements according to Plan transport policy’.
  • Implement PLAN Uganda assets/property policy inclusive of asset register updating, asset movement and ensure appropriate filing of all relevant documents.
  • Support the disposal of assets for the Country Office and PUs to ensure that proper procedures are followed; disposal lists are consolidated, adverts placed and disposals are conducted in time and in a transparent manner.
  • Ensure proper management and maintenance of assets i.e. furniture, fixtures and fittings, generators etc.
  • Responsible for international staff residence, and general office administration ensuring 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. Supervise the activities of hired security firm services to adhere to agreed terms and conditions
    of service.
  • Supervise, evaluate, train and mentor assigned staff develop skills and competences that enable them fulfill their roles and grow in the organization.
  • Develop strong linkages for with Procurement Coordinator at CO and Admin staff at PUs that leads to efficient support function for PLAN Uganda.

    Dealing with Problems:
  • Late submission of requests for goods or services needed in a time shorter than the procurement process period

    Communications and Working Relationships:

  • Administration Manager- seek approval of procurements, submit relevant reports
  • Staff- receive procurement requests (goods or services)

    Knowledge, Skills, and Experience Required to Achieve Role’s Objectives:


  • 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

  • At least 4 years working experience in a relevant field.
  • Experience in fleet, assets, stores and general office management with large organizations preferably NGOs.
  • Experienced in micro soft office applications i.e. excel, word, access and power point
  • Should be familiar with health and safety issues.
  • He/she should be experienced in the security function at an operation level in an organization.
  • Experience in fuel and monitoring of repairs is essential.
  • Should be experienced in scheduling transport and making bookings.
  • Experience in construction management
  • Prior management and supervisory experience
  • Ability to use SAP software solution will be an added advantage

    Skills Required
  • Team building and planning skills
  • Strong problem solving ability and comfort with multi-tasking
  • Excellent interpersonal communication skills
  • Excellent written and analytical skills.

    Physical Environment and Demands:
  • Office environment

    Level of Contact with Children:
  • No or very low contact with children

    How to Apply
  • Interested and qualified candidates should apply online by 5th April 2019
  • Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early.
  • A range of pre-employment checks will be undertaken in conformity with Plan International's Safeguarding Children and Young People policy.
  • As an international child centred community development organisation, Plan International is fully committed to promoting the realisation of children's rights including their right to protection from violence and abuse.
  • For more information and job application details, see; Plan International NGO Jobs in Kampala - Uganda - Administration Coordinator Vacancies

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