Administration Officer

Position Overview The Administration Officer serves as the backbone of operational efficiency, orchestrating seamless support across four pillars: Administrative & Logistics Support, Front Desk & Office Management, Hotel Bookings for Staff, and Asset Oversight. By ensuring staff and guest needs are met, maintaining a secure and well-functioning office environment, coordinating travel and accommodation, and safeguarding organizational property, the Administration Officer transforms routine operations into a reliable framework that empowers teams, enhances productivity, and sustains organizational excellence

What You’ll Do

Administrative and Logistics support to staff and guests (30%)

• Prepare monthly airtime, Closed User Groups(CUG), and data schedules in a timely and accurate manner.
• Ensure availability and functionality of work tools (phones, laptops, MiFi devices, etc.) for all staff.
• Coordinate with service providers and the IT team to maintain reliable office fibre internet connectivity.
• Manage meal delivery services (breakfast and lunch), ensuring accuracy of orders and addressing staff feedback on vendor performance.
• Respond promptly to issues raised through the Admin Help Desk, providing timely resolutions.
• Arrange transportation, hotel bookings, and meal provision for international guests, update guest trackers, and ensure a pleasant visitor experience.
• Support international travel for local staff, including booking flights, airport transfers, travel insurance, updating the international travel tracker, and ensuring a smooth travel experience.
• Book accommodation for local staff traveling within the country, ensuring adherence to defined SOPs.
• Plan and manage logistics for office-based events (e.g., retreats), including booking meeting rooms, coordinating meal delivery, and arranging necessary materials such as stationery, projectors, and speakers.

Front Desk and General Office Management (30%)

• Welcome and attend to guests at the reception desk, ensuring timely assistance and a positive overall experience.
• Maintain cleanliness and presentation of the front office area, including the lounge, throughout the day.
• Monitor office access and register visitors to uphold safety, security, and protection of office property.
• Report suspicious activity or individuals to safeguard staff and premises.
• Manage office communications, including calls on the landline, mail delivery, and guest messages to staff.
• In charge of opening and closing office premises and ensuring individual offices are well locked at the close of day.
• Ensure safety of premises by enforcing security protocols, maintaining security lighting, and reporting irregularities or violations promptly.
• Oversee security operations by monitoring guard transitions, conducting spot checks, and coordinating with supervisors when necessary.
• Enforce security protocols for office equipment and ensure staff compliance.
• Supervise office cleaners to ensure a clean, safe, and secure working environment.
• Manage general office facilities, including lease administration, repairs, and overall infrastructure support.
• Organize and allocate office space to optimize functionality and efficiency.
• Ensure indoor lights, ACs and fans are switched off at the close of each day and security lights are on for the night
• Monitor usage of utilities such as electricity and water and investigate any abnormal increments in monthly bills to identify root causes, verify billing accuracy, prevent wastage, and implement cost‑control measures.
• Ensure constant supply of drinking water at the office by coordinating delivery with the vendor as per the established schedule
• Ensure that water dispensers, ACs, Solar Equipment, Fire -Extinguishers and other office equipment are serviced in a timely manner
• Manage compound maintenance (mowing, watering of outdoor plants, weeding and tree trimming) as per established schedule

Office Equipment and Asset Management (20%)

• Review and propose improvements to equipment management policies and train staff to ensure adherence to established guidelines.
• Keep the equipment tracker updated in real time, clearly recording the location and status of all items.
• Enforce item sign‑out and return procedures, ensuring accountability for all equipment under Admin custody.
• Arrange insurance coverage for valuable equipment immediately upon acquisition by Educate!.
• Support the Logistics and Stores Assistant with verification and shipping of program materials.

Central Management of Hotel Bookings for Local Staff (20%)

• Monitor hotel booking requests submitted by staff via email to ensure compliance with organizational requirements, and take appropriate action on non-compliant requests.
• Maintain and update the hotel booking tracker in real time, ensuring accuracy and accessibility.
• Collect and provide feedback to both hotels and staff to strengthen relationships and improve service quality.
• Respond to inquiries from hotels and staff regarding bookings and services.
• Maintaining cordial relationships with partner hotels to ensure seamless operations
• Collect EFRIS invoices from hotels after staff checkout and compile with all relevant supporting documents and share promptly with the Finance Officer to facilitate timely payments to hotels.
• Conduct training sessions for new staff and refresher sessions for existing staff to ensure full understanding and adherence to hotel booking policies.
• Lead the process of identifying, evaluating, and contracting new partner hotels.
• Maintain an up-to-date tracker of hotel contracts and spearhead contract renewals to ensure continuity before agreements lapse.

Who You Are 

• Bachelor’s degree in Business Administration or any relevant field, at least 2 years of professional experience.
• Proficiency with MS Office Suite, with excellent MS Word and Excel skills
• Excellent interpersonal and written communication skills
• Excellent attention to detail
• Thoroughness when accomplishing tasks
• Systems oriented,
• High integrity
• Excellent customer service, general management and strong personality.
• Experience in multitasking in a fast – paced environment, set priorities, work independently as well as thrive a team.
• Fits our Five Culture Tenets (see What is Educate! About? below); Learn more by looking at Educate!’s culture deck here

What We Offer

• A vibrant, mission-driven environment with a supportive and fun team.
• Competitive salary based on experience.
• Learning & growth opportunities

Application Process: Rolling basis, interviews happening soon!

Terms

• Location is Kampala, Uganda

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