Administration Officer

Educate

Admin & Office

Education USh Confidential
1 month ago

Job Summary

The Administration Officer 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! Human Resource & Administration Manager.

  • Minimum Qualification:Bachelor
  • Experience Level:Mid level
  • Experience Length:2 years

Job Description/Requirements

Administration Officerat Educate! (View all jobs)
Kampala, Uganda

Administration Officer  - Uganda

Position Overview 

Educate!, a fast-growing and award-winning social enterprise, is seeking an Administration Officer to support the operations team in Uganda. We’re looking for someone who has non-profit experience, delivers results while handling multiple projects, is willing to improve on processes and is able to seamlessly handle projects at hand.

The Administration Officer 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! Human Resource & Administration Manager.

About Educate! 

What if there was a way to measurably change the trajectory of the lives of youth across Africa? Since its launch in 2009, Educate! has worked to do just this, delivering outsized impacts at scale and at disproportionately low cost, through a product-led approach to youth development. As a disruptive, not-for-profit, social enterprise, our team leverages an obsession with evidence and entrepreneurial drive to tackle one our planet's greatest challenges - unlocking the potential of its youngest continent. 

Educate!’s core model combines training in key skills with access to practical experience starting a business and mentorship, a formula that has been validated by several independent evaluations. This model is distributed through products targeting two lead channels. First, Educate! works with governments to help reform education systems at scale through policy change, teacher behavior change and tech-enabled products targeting systems-level sustainability, while also working directly with select schools. Second, Educate! builds employment-focused bootcamps and business support services targeting out-of-school youth left out of the education system. To date, more than 200,000 youth have been meaningfully impacted by this model across Uganda, Rwanda and Kenya and along the way Educate! has become the largest youth skills provider in East Africa.

Educate! is a team of over 160 largely African staff and 300 volunteer youth mentors. We have been backed by top foundations and product leaders such as Imaginable Futures, Big Bang Philanthropy, Echoing Green, the 1st Google Employee’s foundation, the head of Google Search and Rippleworks Foundation. Educate! won a 2018 Klaus J. Jacobs Prize and a 2015 WISE Award, and has been highlighted by Bill Gates, in the World Bank’s S4YE's Impact Portfolio, an Al Jazeera documentary, BBC, and The Brookings Institution as one of 14 case studies in their global scaling education learning initiative. Educate! was also selected by the UN’s Generation Unlimited as 1 of 20 innovative youth solutions and by the Bill and Melinda Gates Foundation as a Goalkeepers Accelerator. 

Educate!'s long-term vision is to design solutions that measurably impact millions of youth across Africa each year.

Performance Objectives 

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.
  • Fits our Five Cultural Tenets (see What is Educate! About? below); Learn more by looking at Educate!’s culture deck here
Terms 
  • Salary is commensurate with experience
  • Attractive Benefits & Perks including Medical Insurance.
  • Location is Kampala, Uganda.
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 - The youth we serve come first. Always. In everything. That means we wake up thinking of ways we can serve youth even better and get the highest impact out of every dollar that we spend. It means Educate! doesn’t own a single vehicle, because we’d rather take the bus if it means one more student can participate. It means making every decision like the future depends on it — because if we get our way, it does.
  2. We Are Always Learning - When you work at Educate!, educating yourself is part of your job too. We encourage every employee to find the best book on management; share the latest article on graphic design; bring in your favorite college mentor; or meet the researcher pushing the edge of the field. We are always thirsty for knowledge and love to share.
  3. We Only Solve a Problem Once - We are allergic to band-aids so we love the person who brings the new system to solve the problem for good, even problems we haven’t recognized yet.
  4. We Are Flexible - We thrive on change — we’re driving it. We are growing every day, so we have to adapt quickly to meet new challenges, and our team keeps up.
  5. We Exceed Expectations - We assume we can achieve the impossible because we already have, year after year. We want our staff to create their own challenges, ask the toughest questions, and dream scary big!

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. 

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