E!BA Field Operations Coordinator, Uganda

Position Overview 

Educate!, an award winning non-profit social enterprise, is looking for a self-driven, highly enterprising, and enthusiastic candidate to fill the E!BA Field Operations Coordinator - Position (1) in Uganda. The successful candidate will join our high performing Field Operations Team.

Educate! prides in creating impact and spreading this impact to thousands more youth across the Country. The E!BA Field Operations Coordinator will be reporting to the Field Operations Manager, The E!BA Field Operations Coordinator is responsible for coordinating youth transport logistics, identifying suitable venues, managing vendor relationships, and overseeing partnership engagement. Additionally, the he/she will manage field logistics, oversight on the timely delivery of materials and resources to support smooth program execution. 

The right candidate for this opportunity should be excited about working with young and ambitious youth, self-driven, passionate about our mission of creating leaders and entrepreneurs in Africa, and committed to being part of a high performing team! 

Performance Objectives

Youth Transport Coordination (20%)

• Collaborate with the Performance Metrics department to verify youth attendance in relation to transport reimbursement eligibility.
• Ensure youth payment details are accurate, updated and well-documented for timely processing.
• Receive, act, and document youth transport-related complaints to resolve issues efficiently.
• Collaborate with the Finance department to develop and maintain accurate youth payment sheets.
• Work with Performance Metrics and Finance to ensure the timely disbursement of youth transport funds.
• Ensure clear and consistent communication with youth participants and staff regarding transport reimbursement processing and any updates.
• Handle on-the-ground transport-related issues or emergencies, providing timely solutions to minimise disruptions.
• Maintain accurate records of youth transport, including details on payments made, missed, or bounced transactions, for accountability and reporting.
• Collaborate with the Field Operations Manager to track and manage transportation budgets, ensuring cost-effective solutions while maintaining the Cost Per Youth (CPY).
• Oversee compliance with transport safety regulations and policies to ensure the safety and well-being of youth participants during travel to and from the boot camp.
• Work closely with the Field Ops manager to inform and improve the transport strategy as and when need arises.  

Venue search and vendor management (20%)

• Work with the Program management  team to update and refine the minimum requirements for venues, sharing these with the leadership team.
• Coordinate venue discovery initiatives in all operational districts to identify potential locations for boot camps.
• Collaborate with  the Admin department in identifying meal vendors who have the capacity to serve our programs.
• Lead orientation sessions for meals vendors, ensuring alignment on expectations, standards, and requirements for boot camps.
• Oversee and manage the performance of meal vendors during boot camps, ensuring timely service and quality.
• Document and respond to any issues or concerns raised by venue managers or meals vendors during the boot camp.
• Monitor Vendor Compliance to ensure that meal vendors comply with food safety regulations, hygiene standards, and serve adequate portions.
• Keep detailed records of venues and vendors, including costs, capacity, and performance, for future boot camps.
• Organise post-boot camp debriefs with venue managers and vendors to gather feedback, identify areas for improvement, and strengthen relationships for future engagements.
• Work closely with the Admin and Finance departments to ensure timely processing of venue and vendor payments.
• Assist the Field Operations Officer in ensuring that venue quotations are submitted promptly to Admin for review and approval.
• Collaborate with the Admin team to ensure negotiations with venues are conducted and finalised in a timely manner.
• Work closely with Field Operations Officers to ensure all participants at boot camp sites sign in for meals, and that sign-out sheets are accurately completed and submitted to Admin.
• Create and lead the implementation of a comprehensive student meal management strategy for boot camps and other events, ensuring efficient meal distribution and tracking.

Partnership Management (20%)

• Develop and lead a partnership management strategy that facilitates seamless execution of program activities.
• Work closely with the Field Operations Manager to organise and lead district launches prior to the start of any boot camp activities in operational districts.
• Build strong relationships with key stakeholders such as District Education Officers (DEOs), Resident District Commissioners (RDCs), and other local government officials to secure support and buy-in for Educate!'s programs.
• Foster collaboration with boot camp Venue administrations, ensuring alignment with boot camp goals and smooth integration with boot camp operations.
• Regularly engage community leaders and youth representatives to maintain strong local partnerships and ensure community involvement for any Educate! program
• Collaborate with external organisations and service providers to enhance program support, ensuring effective resource allocation and collaboration.
• Maintain continuous communication with stakeholders to address challenges, share progress updates, and align on expectations.
• Coordinate feedback sessions with stakeholders post-program to gather insights for future improvements and strengthen long-term partnerships.
• Track and document partnership activities, ensuring transparency and accountability in all stakeholder engagements.
  Identify and pursue opportunities for new partnerships that align with Educate!’s mission and objectives.

Field Logistics & Materials coordination (40%)

• Collaborate with the Field Operations Officer to ensure timely delivery of all boot camp materials to the field.
• Collaborate with the Admin department and Program management teams to maintain an updated materials tracker that defines the units as per the scope of work and ensure PRFs (Purchase Requisition Forms) are submitted promptly.
• Collaborate with the Field Operations Officer and Admin department to address any discrepancies or variances in field materials.
• Ensure that all material balances at the end of the boot camp are verified and returned to the office in good condition.
• Coordinate with the Finance department to ensure field  logistics-related payments like Contractors’ and Vendors payments  are processed according to the established schedule.
• Ensure timely processing of all field team requests to avoid delays in program execution.
• Collaborate with other departments to identify necessary materials for the field and update the materials tracker accordingly.
• Monitor and manage material usage to prevent shortages or overstocking during boot camps.
• Provide logistical support for the transportation and storage of materials in the field, ensuring their security and condition.
• Establish clear communication channels between field teams and the office to track material needs and resolve any issues promptly.

Qualifications 

• Bachelor’s degree in any business course with at least 3 years of professional experience. At least 2 years experience in development work (NGO, Schools, Youth related work, Volunteers/Interns, School Practices, Church) directly managing a diverse team.
• Proficiency with Google Suites and MS Office Suite, with excellent MS Word and Excel skills, etc.
• Experience working within the education sector in East Africa preferred and leading & coaching a team, managing finances, program reporting. 
• Excellent interpersonal and written communication skills, strategic Skills, Project Planning, and Problem-solving skills
• Should be systems oriented, high integrity with 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 here