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

• 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
• 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 (added advantage)