JOB DESCRIPTION

TITLE: SCHOOL ADMINISTRATION AND SUPPLY CHAIN EXECUTIVE

REPORTS TO: SCHOOL MANAGER

LINE MANAGEMENT: HEAD OF SCHOOL

Administration:

· Handling office/school administration work to ensure things across the school runs smoothly.

· Attending to customers (Parents and Visitors) business enquiries through physical reception, emails and phone calls.

· Accurately compile information and mail, in a timely manner , prepare year/term – end statements to parents. Drafting letters and other documents

· Prepare and coordinate for parent teachers meetings and other school events such as graduation in collaboration with head teacher and other staff and teachers.

· Managing diaries and making appointments

· Preparing and distributing papers and documents for meetings include minutes filling.

· Performing all routine secretary duties at school including typing, photocopying, printing, scanning, lamination, binding etc

· Typing school Examinations/documents on time as per teachers requirements.

· Ensure cleanness of School offices.

· Support head teacher to ensure support staff (Security, Cooker, Matron and Driver) perform their duties as required.

· Handling customer complains before reaching to management and ensure good customer service to parents.

· Maintaining confidentiality of sensitive information

· Develop administration systems for the schools activities and people to function properly

· Support staff recruitment, recording of staff payments

· Ensure staff files and students files are filled well and properly kept

• Counsel students when needed.
• Resolve conflicts and other issues.
• Manage budgets, logistics and events or meetings.
• Handle scheduling, record-keeping and reporting.
• Ensure the school complies with relevant laws and regulations.
• Develop and run educational programs
• Manage School filling system

Financial Management:

· Handling school finance and banking activities in collaboration with school management.

· Handling school fees recording, monitoring and follow up of payments periodically

· Prepare reminders for parents and follow up on payments.

· Plan school development/promotion activities in collaboration with school promotion coordinator in order to increase number of students.

· Advise management on how to increase school income.

· Develop financial systems for the school in collaboration with School Manager.

· Manage budgets and petty cash

Supply Chain:

· Stock management of school items including, stationery, books, food materials and uniforms

· Prepare and processing Stores Requisition and Issue Note (SRIN) and Goods Received Notes (GRN) of school items including, stationery, books, food materials and uniforms.

· Ensuring prompt delivery of goods such as stationery, books, food materials and uniforms.

· Ensure smooth transportation of students to school in the morning.

· Ensure vehicle movement monitoring through vehicle log book filled by driver and ensure recordings are well kept to the files.

· Vehicle fuel monitoring as per vehicle routes schedules.

· Work with the driver to record and Monitor Vehicles maintenance schedule

· Develop supply chain systems for the school in collaboration with management.

· Manage procurement of school items

NB: To perform any other duties assigned by supervisor and when required.

QUALIFICATIONS AND SKILLS:

· Preferred Advance diploma in Finance, Human Resources, Procurement or Business Administration. Bachelor Degree is an added advantage.

· Skills in Microsoft computer programs including excel, word, power point, use of social media and internet

· Skills in administration, customer service and financial management.

· Team worker, hardworking, working independently.

· Fluent in English speaking, reading and writing.

· Have passion to work with children

· Report writing; daily, weekly, monthly and quarterly