Job Title: Officer, Office Administration (Fresher Jobs)
Organisation: Evidence Action
Duty Station: Kampala, Uganda
About the Company:
Evidence Action scales proven development solutions to benefit millions of people around the world. We fill the gap between knowing ‘what works’ and having impact at scale. We implement cost-effective interventions whose efficacy is backed by substantial rigorous evidence.
Job Summary: To provide comprehensive administrative support and management for the Kampala office, ensuring efficient and effective coordination, planning, and monitoring of office administration, logistics, communication, and overall office operations. This role focuses on creating a productive and organized work environment while providing exceptional customer service and support to staff and visitors.
Key Duties and Responsibilities:
Reception, Visitor, and Front Desk Management
- Manage incoming telephone calls and messages promptly and professionally
- Manage and distribute incoming mail and deliveries efficiently
- Receive and direct visitors in a courteous and professional manner
- Maintain accurate records of visitor requests and calls received
- Manage and update the office address/contact book
- Ensure the reception area is clean, organized, and safe, adhering to office procedures and policies
- Maintain team continuity by documenting and communicating actions, irregularities, and ongoing needs
- Process and reconcile delivery payments
- Manage petty cash for the Kampala office
- Manage relationships with internal and external visitors, providing administrative assistance as needed, in coordination with departmental and program leads
- Organize the issuance of temporary phones to visitors, ensuring proper documentation and return
Office Administration
- Maintain a fully functional and efficient workspace in the office
- Ensure office security by locking doors and securing the premises at the end of each workday
- Manage staff airtime provision, maintain accurate records, and generate monthly reports
- Ensure timely payment of office utility bills (electricity, gas, water, prepaid phones)
- Maintain adequate supplies of stationery and toner, and facilitate timely replenishment on a quarterly basis
- Update and maintain the office notice board with current and relevant information
- Schedule and manage meeting room bookings, take minutes with action points, and remind the teams of upcoming meetings
- Collaborate with the Senior Associate, Operations, to manage the asset management in the Kampala office and other field offices and ensure safe custody of surrendered assets
- Implement and maintain office opening and closing procedures
- Coordinate the office calendar of events, communicating with relevant internal and external stakeholders
- Manage the execution of office events, including meetings, workshops, and gatherings
- Manage workstation allocation for visiting staff
- Ensure timely invoice payment and reconciliation
- Ensure timely payment of licenses and utility bills
- Coordinate with procurement to maintain administrative contracts, especially under Hotel Management
- Perform other administrative tasks, such as filing, photocopying, and scanning, as required
- Support other sub-departments with administrative tasks as needed
Communication and Correspondence Management
- Handle routine correspondence and manage the receipt and dispatch of official communications (letters, faxes, emails, telephone calls) for the office
- Monitor incoming emails and respond to or forward them as necessary
- Maintain and update databases, including mailing lists, contact lists, and client information
- Coordinate outgoing messenger and courier services, ensuring accurate information is provided
- Log all incoming and outgoing mail
- Manage the office filing system for optimal information and contact management
Travel, Fleet, and Accommodation Support
- Organize travel arrangements for staff, partners, and consultants, including air and ground transportation when necessary
- Arrange accommodation for visiting employees, partners, and consultants
- Ensure timely booking and billing of accommodation and taxi services
- Monitor office vehicle maintenance and ensure logbook details are updated
- Process fuel card top-ups for office vehicles
- Maintain an updated fleet inventory and report any issues
- Support fleet-related data entry and organization for reporting
Inventory Management and Procurement Support:
- Manage the supply, control, and issuance of office inventory and stationery
- Ensure all fixed assets valued at $50 or more are tagged and recorded, and work with IT to maintain the online inventory management system
- Maintain safe custody of all unused equipment
- Assist in periodic inventory/ asset
- Coordinate physical verification and updating of the register as well as the day-to-day management
Key Performance Indicators (KPIs)
- 100% of office assets valued at $50 or more are tagged and recorded
- At least 97.5% accuracy in inventory data within the system
- Adequate and consistent supply of office supplies and timely payment of all office utilities
- Maintain all common-use office assets and ensure safe custody of returned items
- Maintenance of minimal security breaches
- Ensure prompt answering of phone calls (within 3 rings) and callbacks within 30 minutes
- Maintenance of office vehicles in good working condition and timely processing of motorbike fuel cards
- Timely guest logistics, accommodation bookings, and asset surrenders
- Provide effective management and mentorship to office assistants
Qualifications, Skills and Experience:
- University degree or diploma in Business Administration, Human Resources, or a related field
- Specialized training or certifications (e.g., secretarial, computer training)
- At least 2 years of experience in the same role
- Excellent written and verbal communication skills in English
- Strong interpersonal and organizational skills
- Excellent computer skills (MS Office Suite)
- Strong team spirit and problem-solving abilities
- Attention to detail and ability to work independently
- Ability to thrive in a fast-paced environment
- Professionalism, and integrity
- Confidence, patience, politeness, tact, and diplomacy when dealing with difficult situations
- Flexible and able to work in a dynamic and diverse environment
Benefits
- Comprehensive health insurance-Medical cover (Self and dependents)
- Pension/Retirement savings options
- Paid leave
- Avenues for engagement and recognition
Evidence Action is an Equal Opportunity Employer with a commitment to representation and inclusion. All individuals, regardless of personal characteristics, are encouraged to apply.
How to Apply:
All suitably qualified and interested candidates should apply online at the link below.