Officer, Office Administration job at Evidence Action | Apply Now

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