Overview

The Administrative Coordinator at Little x Little plays a crucial role in supporting our non profit’s operations by managing day-to-day administrative tasks, coordinating schedules, and ensuring smooth communication across teams. This position is essential for maintaining organisational efficiency and helping our mission of driving social impact in Uganda thrive.

Responsibilities

1. Manage daily administrative tasks and ensure smooth office operations.
2. Coordinate schedules, meetings, and events for staff and stakeholders.
3. Maintain accurate records and documentation for programs and projects.
4. Assist in the preparation and submission of grant proposals and reports.
5. Support communication efforts, including newsletters and social media updates.
6. Facilitate onboarding and training for new staff and volunteers.
7. Oversee inventory and procurement of office supplies and equipment.
8. Assist with budget tracking and financial reporting.
9. Serve as the main point of contact for inquiries and support requests.
10. Contribute to a positive organizational culture and team environment.

Interview questions to ask

1. Behavioural: Can you describe a time when you had to manage multiple tasks with competing deadlines? How did you prioritize and ensure everything was completed on time?
2. Situational: Imagine a scenario where a critical meeting is about to start, but you realize that key participants are missing. What steps would you take to resolve this situation effectively?
3. Role-specific: How do you ensure that records and documentation are maintained accurately? Can you provide an example of a system or process you've implemented in the past?
4. Values-based: Little x Little values community and collaboration. How do you foster a positive team environment in your workplace? Can you share an experience where you contributed to team morale?
5. Behavioural: Tell us about a time when you supported the preparation of a grant proposal or report. What was your role, and what was the outcome?
6. Situational: If you were tasked with organising a community event on short notice, what steps would you take to ensure its success?
7. Role-specific: Describe your experience with budget tracking and financial reporting. What tools or methods do you find most effective for staying organiser?
8. Values-based: How do you approach communication with diverse stakeholders, including staff, volunteers, and community members? Can you give an example of a successful communication strategy you've used?
9. Behavioural: Have you ever faced a challenge while onboarding a new staff member or volunteer? How did you handle it, and what did you learn from the experience?
10. Situational: If a colleague approaches you with a conflict regarding office supplies or equipment procurement, how would you mediate the situation and find a resolution?
11. Role-specific: What strategies do you use to keep track of office inventory? How do you determine when to reorder supplies?
12. Values-based: Why do you believe it's important for nonprofits like Little x Little to maintain transparency and accountability? How would you promote these values in your role as an Administrative Coordinator?