Careers
Administrative Assistant (Projects)
Job Description
We are looking for a proactive, organized, and service-oriented Administrative Assistant to join our projects team in Kampala. This role requires a polished communicator who can manage front office duties with professionalism, while providing administrative support to ensure efficient project operations.
Key Accountabilities:
Maintain a clean, welcoming reception area and professionally receive and direct visitors.
Answer phone calls, take messages, and route calls to the appropriate departments.
Handle all incoming and outgoing mail and courier services, including tracking and record-keeping.
Manage meeting room bookings and ensure access, security, and readiness of rooms.
Coordinate travel logistics, including flights, ground transportation, and hotel bookings.
Manage the diary and schedules of a Partner/Director, including briefing them before meetings.
Support visiting Partners/Directors with office access, hotel arrangements, and transport.
Assist in organizing meetings, conferences, trainings, and other corporate events.
Monitor and reorder office supplies, kitchen items, and consumables to ensure availability.
Process procurement documents such as LPOs, GRNs, and support invoice tracking.
Coordinate maintenance and servicing of office equipment and ensure water supply delivery.
Conduct background research and compile information for reports and presentations.
Maintain proper administrative records and support compliance with documentation protocols.
Prepare and submit courier recharges, transport costs, and supplier invoices; track approvals and payments.
Attend departmental meetings, take minutes, manage follow-ups, and support internal communications and knowledge sharing.
Knowledge, Skills and Experience:
Required Qualifications & Experience
Minimum of a Diploma in a business-related field
At least 2 years of experience in reception, front office management, administration, or a similar role within a medium to large organization
Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)
Strong communication and interpersonal skills
Must be a Ugandan citizen or have a valid Ugandan work permit
Core Competencies
Excellent written and verbal communication skills
Strong organizational and time management abilities
Client-focused, proactive, and self-motivated
Adaptable with the ability to manage ambiguity and change
Professional demeanor with keen attention to detail
Solid understanding of business processes
Knowledge of financial and procurement procedures
Skilled in report writing and project coordination
Experience with calendar management and administrative workflows
Access to a world-class professional environment, career development, and competitive benefits