Summary
Date Posted: Monday, April 08 2024, Base Salary: Not Disclosed

JOB DETAILS:
Educate!, a fast-growing and award-winning social enterprise, is seeking an Administration Officer, Short Term to support the operations team in Uganda. We’re looking for someone who delivers results while leading multiple projects, is willing to improve on processes and is able to seamlessly handle projects at hand.
The Administration Officer, Short Term will be responsible for ensuring Quality Control, being at the forefront of Stores Management and Shipping, Staff Support and Mentor Scholarships Management as well as Events Managements while contributing to the effective and smooth running of all business operations under fast-changing and complex circumstances and will directly report to Educate! Operations Manager.
About Educate!
Africa has the world’s youngest and fastest-growing population. By 2035, the continent is poised to contribute more people to the global workforce each year than the rest of the world combined.
At Educate! we're obsessed with impact. We leverage iterative learning to build highly scalable youth employment solutions aimed at unlocking the potential of the world’s youngest continent.
Educate! prepares youth in Africa learn, earn and thrive in today’s economy by:
1) introducing an employment-focused school subject into secondary, and
2) delivering livelihood bootcamps for out-of-school youth, with a focus on marginalized rural girls and young women.
To date, more than 250,000 youth have been meaningfully impacted across Uganda, Rwanda, and Kenya, and along the way, Educate! has become the largest youth employment and skills provider in East Africa.
Educate! is a team of over 250 largely African staff and 300 volunteer youth mentors. We prioritize building an engaging, fulfilling and growth oriented work environment. 50% of our top 30 leaders have been with us for over 5 years, 10+ alumni have started their own organizations and 6 current or former team members were Acumen Fund East Africa fellows.
We have been backed by top foundations such as Imaginable Futures, Big Bang Philanthropy, #startsmall, Generation Unlimited, CIFF and Echidna Giving. Educate! won a 2018 Klaus J. Jacobs Prize and a 2015 WISE Award, and has been highlighted by the World Bank’s S4YE's Impact Portfolio, an Al Jazeera documentary, BBC, The Brookings Institution as one of 14 case studies on scaling education, and the Gates Foundation as a Goalkeepers Accelerator. In 2022, we received a catalytic investment from philanthropist Mackenzie Scott to scale our systems change work.
Educate!'s long-term vision is to design solutions that measurably impact millions of youth across Africa each year. By 2025, we aim to scale our annual reach by 4x and measurably impact over 400,000 new youth.

Performance Objectives
• Quality Control (30%)
• Stores Management and Shipping (30%)
• Staff Support and Mentor Scholarships Management (20%)
• Event Management (20%)
Quality Control (30%)
• Count & verify material delivered to ensure that they match what was ordered.
• Support with Quality checks & Verifications on received items before adding to store or shipping
• Checks quality of materials or services to ensure consistency with requirements through quality monitoring from initiation to usage.
• Implement the operational controls for facilities such as telephone, internet, etc
• Ensure there are operational controls of the facility services such as telephone, internet, security etc.
• Ensure the proper safety of the procurement documents.
• Ensure that the files are arranged in order of their reference for easy access.
• Suggest improvements based on regular staff feedback and respond to challenges within stipulated timelines.
Stores Management and Shipping(30%)
• Receive and dispatch supplies as per departmental needs in a timely manner.
• Quarterly stores checks and uploading of new stock in stock cards/bin cards accordingly
• Generate monthly stores report and make updates as per entry of new stock
• Create a functional stores inventory and ensure proper maintenance of stock supplies
• Carry out research and suggests areas of improvement in running the stores
• Record and retrieve information related to supply/logistics including receiving documents and data for input in a timely manner
• Maintain a clean and organized store and ensure stored items are well cataloged and labeled.
• Ensure that all programs implementation staff have all the materials they need at all times
• Batch materials to be shipped to the field.
• Track & Monitor incoming & outgoing shipments to the different field locations.
• Liaise with YLs to ensure timely distribution of materials to the field.
• Organize Transport & Shipment of field materials & ensure shipping costs are done within the budget.
• Liaise with the PC to ensure standardized transportation plans are made for field shipments.
• Contact vendors to obtain prices for ‘Most Frequently Procured Items’, and compiled price lists.
• Follow up with Suppliers on delivery of materials
• Support with evaluation of received bids/quotations/proposals
• Prepare vendor payment documents, upload for signing and follow up with finance to ensure timely payment processing
• Support with sorting and compilation of vendor data during prequalification
• Develop and maintain a contracts tracker
• Alert the P&L Coordinator at least 4 months before any contract expires
• Physically visit vendors to confirm their existence and physical address
• Support with interviewing of candidates for contractor roles
• Processing Payments for vendors, contractors and consultants
Staff Support and Mentor Scholarships Management (20%)
• Act as the liaison point for requests from staff about repair/replacement of laptops, phones and other work tools
• Prepare monthly data, CUG and airtime schedules and ensure staff receive data and airtime in a timely manner
• Arrange all the necessary transportation for guests while they are in the country
• Arrange accommodation for guests
• Keep track of all individual scholarship student's performance and fees payment.
• Maintain Proper records and documentation of student payments, performance and progress reports.
• Hold regular one on one meetings with scholarship students to check in on their progress and address challenges that may arise
• Compile, share and periodically improve on Scholarship Program reports basing on changing needs and any feedback received
• Closely collaborate with the Graduate Program team regarding the announcement, collection selection and awarding of the scholarship Awardees ensuring the proper processes and procedures are upheld and properly documented.
Event Management (20%):
• Plan logistical inputs required for Org wide events. Create and ensure the presence of a clear and up to date event master plan.
• Coordinate relevant parties to ensure that all key timelines are met and upheld.
• Call and lead Event prep and collaboration meetings and facilitate the involvement of all concerned parties.
• Ensure proper documentation of Meeting Action Items and follow through to completion.
• Coordinate all visitor arrangements including bookings, airport pickups and drops and transportation and ensure a pleasant experience of all visitors & events and lead meetings for the same
• Ensure procedures for telephone messages, reception, and E! office tours are formal and of acceptable quality

Qualifications
• Bachelor’s degree in Procurement and Logistics Management, Supply Chain Management or any relevant field with at least 2 years of professional experience.
• Proficiency with MS Office Suite, with excellent MS Word and Excel skills, Power point, Email, google drive etc.
• Excellent interpersonal and written communication skills.
• Thoroughness when accomplishing tasks
• Systems oriented, high integrity
• Excellent customer service, general management and strong personality.
• Experience in multitasking in a fast – paced environment, set priorities, work independently as well as thrive a team.

Terms
• Salary is competitive and commensurate with experience
• Location is Kampala, Uganda. We currently work in a hybrid mode with the possibility of working from home two days a week.

What Is Educate! About?
We’re ambitious. Are you? Educate! is growing fast, so new opportunities are opening up and expanding all the time. We’re inspired by people with drive, and we love to help them reach their full potential. We expect everyone at Educate! to contribute above and beyond their job description, grow their skills, and advance their careers, and we are committed to supporting our staff members on that journey.
1. We put Youth First, Impact-Obsessed - We never forget that Educate! exists to impact youth. We are purpose-driven. We obsess over impact daily and if it doesn’t lead to impact, we want nothing to do with it. We prioritize interacting with and listening to youth. We design and manage the organization to ensure every dollar creates transformative experiences that youth value.
2. We Exceed Expectations - We take pride in going above and beyond to achieve the best results. When we know what needs to be done, we do it. We don’t wait to be asked and we don’t stop at what is asked of us. We look for solutions as much as we identify problems.
3. We Are Always Learning - We are committed to seeking and applying new knowledge and ideas. We stay open-minded. We know there is always another way and we are excited to learn about it. We continuously look for resources of all kinds from multiple disciplines. We try new things, experiment, grow, and improve. We invest in learning for ourselves and our teams.
4. We are One Team, Many Views - We say what we think while treating each other well. We believe that all people have the same inherent value and that diverse ideas and open dialogue fuel excellence. We constantly strive to create an environment where everyone can and does express themselves freely. We support and respect each other as people and colleagues. We act as one team: We prioritize the organization's mission and goals over team or individual goals.
5. We have the Startup Mindset - We will always keep innovating to grow our impact. We aspire to be game-changing. We never think “we have arrived” or “we’re done.” We question the status quo in our industry. We move fast and embrace change to move towards our long-term vision. We’re not afraid of failure. We interrogate anything that slows us down.

Every person at Educate! — from interns to the executive director — is evaluated by how they live up to these five cultural tenets. They are at the core of how we achieve our mission and why we work as well as we do.
Educate is committed to providing an inclusive and welcoming environment for all who interact in our community. In creating this environment, we encourage people from a variety of cultures, backgrounds and life experiences to join our diverse team.
Child Safeguarding: Educate! is committed to child-safe/youth-safe recruitment, selection and screening. Our recruitment and selection procedures reflect our commitment to the safety and protection of children in our programs. The successful candidate will be required to provide a satisfactory Certificate of Good Conduct as a condition of employment. We reserve the right to decline to offer employment to an individual or terminate an employment contract with an employee that may pose a risk to children and youth.

Work Hours: 8

Experience in Months: 24

Level of Education: Bachelor Degree

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