Summary
Date Posted: Monday, July 06, 2020 , Base Salary: Not Disclosed

JOB DETAILS:
Title: Administration Coordinator
Functional Area: Administration
Reports to: Emergency Operations Manager
Location: Arua /Travel required- Limited
Effective August 2020
Grade: C2
Role Purpose
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. 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.
We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge. We have been building powerful partnerships for children for over 75 years, and are now active in more than 70 countries.
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

Job Skills: Not Specified

Job Requirements
• 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
• 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.
Dealing with problems
• Late submission of requests for goods or services needed in a time shorter than the procurement process period.
• Evaluation of suppliers to ensure services are value for money and recommend actions based on respective supplier(s) performance.

Job Education: University Degree
Job Experience: 3 years

Work Hours: 8

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Job application procedure
Qualified candidates should submit letters of application together with their Curriculum Vitae a copy of their recent pay slip not later than Monday 20th July 2020. This should not exceed (2MB). Only shortlisted candidates will be contacted.
Please consider your application unsuccessful in case you do not hear from us by ‘’31st October 2020”
Please do note that the above links are case sensitive
Qualified female candidates are encouraged to apply.
For full details of the job profiles how to apply please visit the link below
https://career5.successfactors.eu/sfcareer/jobreqcareerpvt?jobId=38215&company=PlanInt&username=&st=CA93A05B8FEF3820FBA3404E49233D87261B1776 
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 centered community development organisation, Plan International is fully committed to promoting the realization of children's rights including their right to protection from violence and abuse. That means we have particular responsibilities to children that we come into contact with.
Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. We must not contribute in any way to harming or placing children at risk.
Equality, diversity and inclusion is at the very heart of everything that Plan International stands for. Our organisation is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.
We will provide equality of opportunity and will not tolerate discrimination on any grounds. We foster an organisational culture that embraces and exemplifies our commitment to gender equality, girls’ rights and inclusion while supporting staff to adopt good practice, positive attitudes and principles of gender equality and inclusion.

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