Summary
Date Posted: Wednesday, July 12 2023, Base Salary: Not Disclosed

JOB DETAILS:
Role Dimensions:
The role of the Country Administration Coordinator is of an operational nature provisioning administrative services to the organisation and having an impact on external stakeholders. The impact of the role will be felt in terms of delays of services, a non-conducive working environment (health & safety and security) and the mismanagement of company assets.
The role involves the coordination of a number of related areas (asset management; property management, health & safety and store management). It manages assets (equipment and stores).
The Country Administration Coordinator, under the guidance of Head of Operations (HoO), will coordinate country administration, property and fixed assets management. Will support HoO in technical oversight of planning and budgeting for the operations departments. This requires the job holder to:
• Have a strong sense of engagement that leads to self-starting, taking initiative and acting decisively; has the drive and commitment to accomplish important outcomes & results
• Take initiative in establishing relationships both within and outside the team/organisation
• Apply his/her theoretical knowledge to the situation at hand to solve tough, technical problems
Flexibility in working hours as early start or later end of working days is expected from this role

Level of contact with children:
This position has been classified as “low contact”: No interaction with children

Key result areas:
KRA 1: Planning & Budgeting
Work closely with PIU's Senior Management to support plans for the provision of administrative support that will facilitate the delivery of the overall strategy as well as project plans:
Work together with the HOO to understand the administrative needs of the PIU team; identify opportunities to enhance effectiveness and impact through quality service delivery
Provide inputs for development of an annual plan both for the ongoing provision of administrative services and of any one-off projects that are required (admin system development projects, office development etc.)
Provide inputs for developing the budget for the Administration function; ensuring that plans and resources are matched and priorities for expenditure identified.

KRA 2: Systems Design & Implementation
Oversee development and maintenance of systems and procedures for PIU’s assets (equipment, stores) and properties that lead to efficacy in use and management:
Implement administration policies and guidelines ensuring that they reflect best practices, comply with the laws of Uganda, PIU and while mitigating the risk and exposure to the organisation.
Provide inputs for the periodic review of the administrative policies and procedures, updating where necessary and ensuring effective communication to all staff and stakeholders and accurate filing of documentation (staff acceptance forms etc) for future reference
Coordinate resources associated with the Administration department / Unit and the PIU Office, this includes liaising with the finance team to: Check invoices for office services and bills for utilities before passing them to the finance team for payment
• Update the master asset list on a quarterly basis for assets under administration.
• Update PIU owned assets and items in international staff residencies on quarterly basis
• Track expenditure against the departmental budget and manage finances according to PIU's policies & procedures
Work collaboratively with the Head of Operations to ensure that staff safety and security protocols are in place and utilized; participate in emergency response teams as necessary
In liaison with the Global Hub and the ICT department, conduct and map out systems delegation of authority and rights ensuring the staff are provided with the levels of authority on conducting their respective roles and responsibilities while safeguarding the integrity of PIU systems.

KRA 3: Office Facilities & Services
Ensure the provision of office facilities and services that will support PIU's staff in a safe, healthy, secure and environmentally sensitive manner:
Lead in contract negotiations (for the Administrative department) and management with service providers and other suppliers to ensure value for money and compliance to established procedures.
Ensure the provision of a safe and secure office environment that is conducive to effective working, and compliance to standard operating procedures issued by relevant authorities; includes overseeing the office attendant ensure the provision of good quality housekeeping services
Manage the maintenance of office facilities and equipment aiming to ensure prevention as well as resolution of problems; develop and implement scheduled checks, ‘walk arounds’, and a fault reporting system
Manage the provision of administrative support (travel arrangements, secretarial services etc.), especially in support of busy managers
Manage, in liaison with the Administrative Assistants, the provision of suitable meeting rooms and ensure they are equipped and serviced according to the team’s needs; oversee the bookings management system
Liaise with colleagues to support the management of high-profile events and meetings; ensure that PIU's brand is promoted as a result of flawless hosting
Ensuring that administrative services are provided in all locations, in such a fashion that staff needs are swiftly met, to a high standard, and that all incoming communications are dealt with professionally.
Managing Plans premises and all related service providers in a manner that is efficient resulting in a clean and safe working environment:
• Development of terms of reference in order to identify suppliers for any services required.
• Ensuring suppliers of services/goods meet contract terms and time
• Ensuring that statutory payments/utilities regarding the PIU’s estates are managed in a timely manner so as to avoid disruption and embarrassment.
Develop and implement a system for recording and responding swiftly to maintenance requests.

KRA 4: Assets Management
Coordinate the purchasing, installation, maintenance and management of PIU’s Assets nationwide and the Administration budget:
Monitor use of PIU assets and properties in line with policy, and supervise the implementation of asset reporting cycle at appropriate times during the FY
Develop and monitor systems to safeguard PIU asset register that leads to proper protection of a viable database.
Ensure that PIU's Asset management systems are accurate and up to date - all assets are tagged and recorded in the asset registry
Prepare and advise management about the quantity of the available assets to be disposed of and their working conditions /status, in consultation with the relevant departments, so as to plan for the disposal process
Coordinate the disposal of or reallocation of assets when no longer needed, in line with organizational needs and donor stipulations.

KRA 5: Risk Management
Coordinate the identification of PIU's Facilities, Office Services, and Asset-related risks and the development and implementation of risk-management controls and practices:
Coordinate, with support from HoO, the process of conducting annual organisation-wide administrative risk assessments to measure the likelihood and impact of identified risks, i.e. developing parameters, methods, and tools for evaluating, categorizing, and prioritising risks- likelihood, risk consequence, and thresholds to trigger management action.
Develop and maintain annual risk insurance coverage for physical assets and follow-up and obtain payment for insurance claims
Develop and implement Standard Operating Procedures for managing the risks identified above, including but not limited to:
• Health & Safety
• Safeguarding
• Procurement of office supplies and equipment
Risks requiring insurance
Consolidating reporting on risk and preparing and providing quarterly reports to the senior management team including the risk register on emerging risks and the implementation of an administrative risk management plan.

KRA 6: Leadership & Staff Management
Develop and lead the Administration team (including outsourced service providers) in a manner that empowers them to deliver high quality, timely, support to the wider organisation:
Ensure that each team member (staff or consultant) is provided with clarity concerning goals and expectations of their personal role in achieving results, standards and behaviour
Provide all new staff/consultants with administrative support e.g. new emails; access points; building access cards ( if applicable) etc.
Plan and organise the work of the team to deliver high standards of service to internal and external customers in the most cost-effective and impactful manner possible
Ensure delivery of an engaging leadership style that motivates team members and results in high performance
Provide advice and training to administration and other up-country staff on administration issues through scheduled sub-office visits and monitor compliance with Country Office policies and procedures.

KRA 7: Safeguarding, Gender Equality & Inclusion
Ensure that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.

Role Requirements:
Qualifications:
Bachelor’s degree from a recognised university
At least 5- 7 years of relevant working experience in a similar role
Demonstrated experience with and track record in managing administrative services across an entire organisation and various geographical locations.
Leadership Competencies:
Myself as a Leader
Leads through influence rather than position, and role models our values, accelerating gender equality inside and outside PIU; leads change by developing new ideas and strategies.
Lasting Impact
Sets and communicates ambitious but realistic work goals and priorities, explaining how these contribute to Plan International's purpose.
Open & Accountable
Holds self and others to account for what we have agreed, dealing with poor performance quickly, firmly and constructively; at all times acts in the best interests of PIU and her beneficiaries.
Work Well Together
Creates a positive team spirit, helping people work well together as a team; proactively resolves situations of conflict by generating solutions that will work for all involved; deliberately adjusts own behaviour to influence or persuade others.
Inclusive & Empowering
Collaborates with team members, colleagues and partners in an active and engaged manner; shares information, experience and ideas with the aim of helping or empowering others.
Skills & Knowledge
Takes responsibility for own performance and development: reflecting, seeking and listening to feedback, learning from mistakes, finding people or resources to help them learn, keeping knowledge and skills up to date.

Critical Business Management Competencies:
Experience of using project management principles and practices to lead significant projects; ensuring the achievement of results on time and to standard
Good grasp of financial management including understanding relevant funding sources, ability to budget and accurately estimate costs, experience with reading financial reports and taking appropriate action based on the results.
Strong ability to analyse and interpret an appropriate range of data and evidence, both internal and external, using sound judgement to make balanced decisions, based on insights gained, or projection of trends.
Experience of identifying and mitigating business or project risks; ability to undertake and interpret risk assessments with a track record of actively managing risks appropriately in context, taking professional advice or escalating where appropriate.
Strong written and spoken communication skills, including in [any required language], with an ability to effectively adjust content and presentation to suit varied audiences internally and externally, to get key messages across.
Good teamworking skills, including an ability to listen well to others, appreciate viewpoints, and respond positively to diversity.

Critical Technical Competencies:
Experience of working for an NGO in a position that requires one to be able to manage budgets, contracts and/or agreements and donor financial reporting
High level interpersonal skills with genuine interest in and empathy for others
Proven ability to work collaboratively, as a team leader and team member; and to build and maintain a positive work environment across the organisation
Fluency in English, both spoken and written
Knowledge of Uganda, the geopolitical factors affecting child-poverty in the country as well as the political, social and economic opportunities for development are an advantage

Work Hours: 8

Experience in Months: 72

Level of Education: Bachelor Degree

Job application procedure
Interested and qualified? Click here to apply

All Jobs

QUICK ALERT SUBSCRIPTION