Educate!, a fast growing, non-profit social enterprise, is seeking to hire an enthusiastic, systems oriented, customer service driven, flexible and open minded individual to fill the Administration Manager position. In this role you shall provide procurement oversight, manage organizational resources i.e budgets, facilities & security and inventory, equipment and assets, develop and lead administration strategy as well as manage the organizational logistics of Educate! Uganda; as we move towards our vision for 2024 of reaching one million youth annually across ten countries in Sub Saharan Africa.
Educate! works to transform education in Africa to teach youth to solve poverty for themselves and their communities.
Educate! provides youth with skills training in leadership, entrepreneurship and workforce readiness along with mentorship to start real businesses at school. Our model is delivered through practically-trained teachers and youth mentors. Educate!’s goal is to make this practical, skills-based model part of national education systems.
In 2017 we launched in Kenya, worked in 120 secondary schools in Rwanda and 450 schools in Uganda (15% of the country) reaching over 25,000 students intensively and 360,000 more broadly. Our model was proven to have massive impact in a randomized controlled trial. Graduates earned DOUBLE the income of a control group and had a 64% increase in business creation. Our graduates change their lives and their communities, such as Lillian Aero who employs over 100 AIDS-affected women.
In 2012 Educate! served as a technical advisor on the entrepreneurship curriculum reform; in 2015 we served as a technical advisor to Rwanda on their secondary education reform, and in 2016 we began serving as a technical advisor to Kenya on their national curriculum Reform.
Educate!’s team includes 130 staff and over 200 volunteer youth mentors. We have been backed by top foundations such as MasterCard, Big Bang Philanthropy, Mulago, Echoing Green, Ashoka and Global Innovation Fund. Educate! won the 2015 WISE Awards, and was featured by Bill Gates, Forbes 30 under 30, Clinton Global Initiative and The Brookings Institution as one of 14 case studies in their global scaling education learning initiative.
Procurement Oversight – 35%
- Check procedure compliance in all procurements, document lack of compliance and conduct spot checks to ensure compliance.
- Review and approve procurements that are documented, complete & accurate in compliance with relevant laws and Educate! policies and procedures.
- Anticipate procurement needs to pre-select competitive vendors, and create systems to track and strategically guard against common procurement challenges.
- Build & maintain strong professional relationships with vendors
- Strategically conduct market research before requisitions, and keep a keen eye on cost cutting through out the bidding process.
- Improve quality of materials by consistent quality monitoring from initiation to usage.
- Conduct formal quality checks, and document feedback between end user, the administration department and vendors
- Material distribution is coordinated in a scalable system to deliver the appropriate supplies in good condition in a timely way in the right quantities.
- Formally seek and document feedback from end – users to implement recommendations
Resource Management – 20%
- Manage the operations budget, scholarships budget and exhibitions budgets. Reallocate funds and choose activities in lines with organizational strategy.
- Prepare budget proposals, create detailed budgets for come up projects, approve budget related expenses and review variance reports.
- Uphold proper financial procedures for procurement & reimbursements even during busy/difficult times
- Prepare maintenance, testing and inspection schedules for upkeep of facility recurring needs and quality.
- Suggest improvements based on regular staff feedback and respond to challenges within stipulated timelines.
- Complete assessment of basic facilities as scheduled, oversee repairs and renovation of the often used facilities and communicate facilities updates to all staff.
- Enforce security protocol for equipment & supplies, oversee distribution of keys, staff I.Ds, helmets, induction training logistics and orientation to safety procedures.
- Inventory, equipment and asset management - ensure availability of inventory at all times
- Create policies that manage inventory and train all staff to follow the guidelines. Annually review these policies and update to reflect what is on ground,
- Strategically manage equipment that is taken out of office or fragile such as cameras, phones, projectors, etc.
Administration Strategy – 30%
- Manage the admin team in alignment to the annual goals, and the organisations long term strategy.
- Conduct regular risk assessment to create or quickly adjust plans due to anticipated problems.
- Propose ways to turn challenges into opportunities when planning, and advise staff on administrative and logistical challenges.
- Design systems for scale with anticipatory consultation of other staff with independent implementation without much direction or support.
- Lead the Admin team and put in place checks and balances to manage team to exceed departmental annual goals and work plan activities.
- Anticipate capacity gaps and create innovative solutions.
- Network and research to suggest new possibilities, try new ways of doing things using cutting-edge technology.
- Design tracking and information systems for scale.
- Guide management and employee actions by researching, developing, writing, and updating policies, procedures, methods, and guidelines; communicating and enforcing organization values.
- Ensure the Admin manual integrated in employee orientation, ongoing training, and performance appraisal.
Logistics Management – 15%
- Create an organization-wide filing system, coordinated with segregation by department, controls on access, standard ordering of files.
- Communicate office space organization and allocation by labelling of different rooms, equipment, and storage spaces by function.
- Maintain office attractiveness ie displays, internal office communication platforms like notice boards, library management, cabinets etc.
- Track office/NGO registration with national government, local authorities, and landlords.
- Cross departmental coordination through timely submission of reports, holding interdepartmental meetings on a regular basis and jointly creating schedules for procurement related activities.
- Events and guest management - ensure Educate! local and international guests get a pleasant experience.
- Procedures for telephone messages, reception, and E! office tours are formal and monitored to ensure quality.
- Bachelor’s degree in Business Administration, Procurement and Logistics Management, Social Work & Social Administration or any relevant field. Possession of a Masters Degree in a relevant field is an added advantage.
- Minimum of 3 years of professional experience
- Key desirable traits: 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)
- Salary is very attractive and commensurate with experience
- Benefits include Medical Insurance
- Location is Kampala, Uganda
Why You Will Brag About Working At Educate!
- We’ve got the impact.
- Educate! is designed for scale. We quadrupled operations in 2014, going from 54 to more than 200 schools served. We carefully measure our outcomes, and — here’s the best part — we are maintaining quality at four times the size.
- We believe in local leadership — 96% of our staff is African.
- Our model has gone nationwide in Uganda — Educate!’s model is now incorporated into the national curriculum and exams, impacting many thousands more students than we can reach directly.
- Educate is a well-oiled learning machine. We built our model by methodically testing hundreds of assumptions and we are constantly experimenting, evaluating, and improving.
- We’re honored that luminaries and leaders like Oliver Wonekha, the Ugandan Ambassador to the US, and Ann Veneman, a former Secretary of Agriculture and head of Unicef, believe in us enough to have joined our advisory board.
Intrigued? Please visit this link to apply. You will be asked to upload a resume, and your response to the following questions: (and list questions)
Deadline for submission of applications is Friday 23rd February 2018 at 05:30 PM (East African Time).
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.
- 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 your 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.