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

Openings

1

• 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.
• 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.
• 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.
• 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.
• 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.
• Submit a monthly administration report covering staffing, procurement, facilities and key issues.
• Recommend improvements to administrative systems and procedures.

• MS Word
• Excel
• e-mail
• digital filing
• Office Administration & Records Management
• Team Supervision & People Leadership
• Planning, Organisation & Time Management
• Procurement, Inventory & Budget Administration
• Communication
• Confidentiality
• Customer Care

• Bachelor's Degree in Public Administration or Business Administration
• At least 3 years’ experience in office administration
• Fluent written and spoken English and Kiswahili
• Experience supervising a diverse team of operational and support staff in a school setting