Summary
Date Posted: Friday, November 03 2023, Base Salary: Not Disclosed

JOB DETAILS:
THE OPPORTUNITY – ADMIN COORDINATOR, UGANDA
Based in Uganda the Administration Coordinator will report to the Principal Associate Head of Finance –Uganda. This role is instrumental to the Finance and Administration efficiency in Uganda as a component of the Global Administration strategy.

ROLES AND RESPONSIBILITIES
PROCUREMENT MANAGEMENT
• Develop organisation wide procurement plan, ensure timely approval and execution of the procurement process in line with the plan and procurement policies
• Plan and Coordinate the periodic prequalification of the organisations supplier and service providers and ensure timely submission of the suppliers list to the procurement committee/Line manager for the approval as per policy guidelines
• Manage the process of goods and services acquisition and disposal from the needs assessment to tendering, negotiation and award of contract in line with organisation strategy and policies
• Develop and Monitor the Risk management register for the procurement section and escalate issues arising
• Participate in both internal and external audit exercises as required and take corrective action arising from issues related to
• Perform secretarial roles on the procurement committee and ensure all activities are well documented and meetings are scheduled
• Maintain high levels of stakeholder engagement to ensure quality services and relationships with the organisation
• Ensure all invoices are from suppliers are received timely and check their accuracy against relevant supporting documents as a basis for payments
• Ensure appropriate contract management and that all contracts are valid at all times

ADMINISTRATION
• Ensure efficient operations of the Administration office and upkeep of the office e.g. coordination of office repairs, plumbing etc.)
• Ensure that housekeeping staff and are well managed
• Coordinate staff & guest travels e.g. Ensure accurate and complete paperwork for VISA applications, Ticket bookings-where applicable, Hotel bookings for domestic and International Travel are well coordinated
• Events Management e.g. ensure readiness of meeting venues, staff retreats, trainings and all applicable logistical preparations are well coordinated.
• Ensure that staff receive timely technical support e.g. from the IT Agent, Equipment set up
• Maintain an effective inventory of all assets of the organisation
• Maintain an up to date accurate Fixed Assets register. This should be readily available for scrutiny at all times
• Oversee the security of the organisation premises and report all risks identified for further management.
• Provide overall leadership and supervision of staff under direct supervision. (Ensure staff development is aligned to organisation objectives)

REQUIRED SKILLS AND EXPERIENCE
The ideal candidate has;
• Bachelor’s Degree in management sciences or a related field
• Relevant work experience of 3 years
• Strong identification with STIR values
• Excellent interpersonal and people management skills
• Excellent written and verbal communication skills in English
• Personal commitment to excellence and quality
• Close attention to detail, organised and ability to stick to deadlines and work under pressure
• Honesty and integrity
• Ability to thrive in a fast-paced environment
• Strong planning and project management skills
• Ability to learn and adapt rapidly based on feedback and new information, as well as the ability to communicate this succinctly
• Ability to work across functions and collaborate effectively
• Experience of working in Finance & Administration preferably in the development sector
• Ability to work cross cultures and to coordinate and manage work in different countries and from a distance


Work Hours: 8

Experience in Months: 36

Level of Education: Bachelor Degree

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