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

JOB DETAILS:
The Organisation
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. But this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected.
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 80 years, and are now active in more than 70 countries.
Project Name: LEGO- Play Matters- Sparking Life Long Learning Project
Functional Area: Administration
Reports to: Emergency Operations Manager
Contract duration: 5 years
Effective Date: August 2020
Rrole PURPOSE
Plan International is an independent development and humanitarian not for profit organization that advances children’s rights and equality for girls. Plan International is committed to reach 100 million girls to Lead, Learn, Decide and Thrive in Uganda. 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.
Plan International Uganda is looking for Administrative Coordinator to Implement and support all Administration and Procurement processes of acquisition of services, works, supplies or goods as per policies, procedures and systems defined in Plan Uganda operations Manual. The 5 year project- “Play Matters- Sparking Life Long Learning Project funded by the LEGO Foundation aims at supporting play-based learning for children aged 3-12 years in refugee and host communities in the West Nile region. The project goal is to see every child inspired by playful learning, in every setting, every day, at school, in the home, and in the community
Dimensions of the Role
The Administrative Coordinator is accountable for adherence to Administration and procurement policies and procedures. S/he will support with negotiation and preparation of procurement and logistics documents especially agreements, contracts and payments within authorized limits. The position involves management of identified administration and procurement risks in the project, and regular communication with vendors and service providers. .

RESPONSIBILITIES/ 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 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.
Oversee proper management and maintenance of assets i.e. vehicles, motorcycles, furniture, fixtures and fittings, generators etc

Job Skills: Not Specified

Technical expertise, skills and knowledge
• A University Degree in Business Administration, Logistics and procurement, Marketing, Social Sciences or other relevant field. CIPS qualification is an added advantage.
• At least 3 years working experience in a similar role.
• Excellent communication, interpersonal and public relation skills
• Experience in preparation of solicitation documents for supplies, services and construction works.
• Excellent organizational skills and the ability to multitask
• Strong negotiation and problem solving skills
• Ability to work under pressure and diverse teams
• Experienced in micro soft office applications ie excel, word, access and power point
• Experience working in emergency context especially West Nile Region.

Job Education: Not Specified

Plan International’s Values in Practice
We are open and accountable
• Promotes a culture of openness and transparency, including with sponsors and donors.
• Holds self and others accountable to achieve the highest standards of integrity.
• Consistent and fair in the treatment of people.
• Open about mistakes and keen to learn from them.
• Accountable for ensuring we are a safe organisation for all children, girls & young people
We strive for lasting impact
• Articulates a clear purpose for staff and sets high expectations.
• Creates a climate of continuous improvement, open to challenge and new ideas.
• Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
• Evidence-based and evaluates effectiveness.
We work well together
• Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
• Builds constructive relationships across Plan International to support our shared goals.
• Develops trusting and ‘win-win’ relationships with funders, partners and communities.
• Engages and works well with others outside the organization to build a better world for girls and all children.
We are inclusive and empowering
• We empower our staff to give their best and develop their potential
• We respect all people, appreciate differences and challenge equality in our programs and our workplace
• We support children, girls and young people to increase their confidence and to change their own lives.

Work Hours: 8

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