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To lead the day-to-day administration, office systems and support services of ULPPS so that teaching, learning and school leadership run smoothly, safely and efficiently. Reports to: Administrative Coordinator Overall accountability: The Administrative Officer is accountable for the quality, accuracy and timeliness of the school’s administrative services, records, logistics and support-staff operations. Accountability question: Are ULPPS’s administrative systems, records and support services running efficiently, accurately and safely, so that teaching and learning can thrive? Key responsibilities Office Administration & Records – Manage incoming and outgoing correspondence, and respond to or route each item within 2 working days. – Maintain organised physical and digital filing systems for staff, learner and operational records. – Keep all records confidential, up to date and ready for audit at any time. Supervision of Operational & Support Staff – Supervise support staff, such as cooks, cleaners, security guards, gardeners and office attendants. – Prepare weekly duty rosters and monitor attendance, punctuality and performance. – Hold a monthly support-staff meeting, and contribute to each staff member’s annual appraisal. Procurement, Stores & Budget Administration – Process procurement requests in line with UBORA’s finance and procurement procedures. – Maintain stores and inventory records, and carry out a stock count at the end of every term. – Track the administration budget and submit a monthly expenditure report to the Administrative Coordinator. Meetings, Events & Visitor Management – Schedule school leadership meetings, take minutes and circulate them within 2 working days. – Coordinate the logistics of school events, parents’ meetings and donor or Board visits from start to finish. – Give a warm, professional welcome to parents, visitors and partners. Health, Safety & Facilities Coordination – Carry out a weekly walk-through of school premises, and report safety or maintenance issues promptly. – Coordinate with the Facilities Technician on repairs, and track each request to completion. – Make sure that UBORA’s child-safeguarding and visitor-access procedures are followed at all times. Reporting – Submit a monthly administration report covering staffing, procurement, facilities and key issues. – Recommend improvements to administrative systems and procedures. Minimum qualifications Education: Bachelor’s Degree in Public Administration or Business Administration Experience: 3+ years Languages: English, Kiswahili At least 3 years’ experience in office administration Strong skills in MS Word, Excel, e-mail and digital filing Fluent written and spoken English and Kiswahili Added advantage: Experience supervising a diverse team of operational and support staff in a school setting Core competencies & skills Office Administration & Records Management Team Supervision & People Leadership Planning, Organisation & Time Management Procurement, Inventory & Budget Administration Communication, Confidentiality & Customer Care What we offer 2-year fixed-term contract, including a 3–6 month probation period Start date: January 2027 Competitive remuneration set by UBORA’s Board-approved Compensation Schedule A clear career pathway with defined grades, Continuous Professional Development (CPD) and promotion based on merit Starting grade depends on verified qualifications and experience, in line with UBORA’s Scheme of Service
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