About the role
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 ManagementTeam Supervision & People LeadershipPlanning, Organisation & Time ManagementProcurement, Inventory & Budget AdministrationCommunication, 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