Admnistrative Officer

About this role

Reports to: Office and Procurement Associate Works closely with: Human Resource Manager,office and Procurement Manager, External relations manager, Finance, country office and field staff. Contract: Fixed-term contract (possibility of extension subject to funding and performance) The Administrative Officer keeps the country office running day to day and supports the Office and Procurement Associate. The role takes on office administration, travel, and Stores and Inventory Management of office supplies, Furniture and office equipment.

Responsibilities

• Run daily office operations: opening and closing, supplies, utilities, internet and other services.
• Monitor stock levels of office supplies and raise purchase requisitions to the Office and Procurement Associate on time.
• Handle equipment repairs and maintenance for the country office and all field offices: keep a fault log, arrange repairs (through the procurement process for any repair above the petty cash limit), confirm work is completed before payment, and follow up until every reported issue is resolved.
• Support the Office and Procurement Associate in identifying and setting up field offices, including site visits, listing furnishing and equipment needs, and coordinating set-up logistics
• Monitor office cleaning daily: check that all areas are cleaned to standard against the cleaning schedule and checklist, make sure cleaning supplies are available, and report issues to the Office and Procurement Associate.
• Coordinate day-to-day schedules for catering staff.
• Manage reception: visitors log, mail, couriers and phone enquiries.
• File documents in G-Drive in line with GiveDirectly’s filing rules.
• Organise logistics for training, meetings and office events.
• Support external relations work by printing, photocopying, scanning and binding documents and materials for meetings, official submissions and events
• Coordinate with field Administrative Officers and focal points to collect their monthly office supplies budgets and requirements, and ensure supplies for all offices are replenished on time.
• Travel and logistics
• Book staff and partner travel and accommodation through approved providers, and keep the travel tracker up to date.
• Ensure vehicle pre-checks are conducted before each travel
• Coordinate transport for staff and materials to field locations as needed.
• Run official errands: deliver and collect documents, and follow up on submissions, registrations, permits and licences. Keep a log of what was submitted and collected, and when.
• Receipt of goods and handover
• Receive goods and services delivered against approved purchase orders. Inspect quantity and quality with the requester and sign the Goods Received Note (GRN).
• Report short, damaged or non-conforming deliveries to the Associate straight away.
• Hand over received items promptly to the Office and Procurement Associate (asset custodian) using a signed handover note, and keep a copy.
• Keep a log of all GRNs and handover notes so receipts can be reconciled to the asset register and store records.
• Act as independent counter, with Associate, in monthly stock counts of office consumables.
• Security support
• Make sure staff and visitors follow office entry procedures, and check guard logs daily.
• Report security incidents and concerns promptly to the security focal point or office and Procurement Associate
• Qualities We’re Hiring For
• An Individual With
• Strong respect for recipient dignity, conflict sensitivity, discretion, and integrity.
• A commitment to maximising GiveDirectly’s impact by building strong, trusted, and respectful relationships with communities and local leaders.
• A strong sense of ownership and sound judgment in representing GD at the Community level, including the ability to recognise when to escalate.
• A collaborative approach and willingness to work in a fast-paced, field-based team environment.l

Requirements

• Bachelor’s degree in Business Administration,Procurement and Logistics, or a related field.
• 3 years of experience in office administration, preferably in an NGO or similar organisation.
• Experience handling petty cash and keeping accurate records.
• Working knowledge of Google Workspace and MS Office (especially spreadsheets).
• Good organisation skills and attention to detail; able to manage several tasks to deadline.
• Strong integrity and respect for confidentiality.
• Good written and spoken English.
• Comfortable with direct, candid feedback and willing to learn and grow.
• Willing to travel within Uganda.
• This is a fixed term (1 year, renewable subject to funding) contract