Reports To: General Manager

Location: Kampala

Department: Administration & Logistics

Employment Type: Full-time

Job Purpose:

The Administration and Logistics Officer is responsible for coordinating the daily administrative, logistical, and operational needs of the organization. This includes managing deliveries and stock, overseeing deliveries and staff welfare, maintaining facility cleanliness, and ensuring smooth and efficient support across departments.

Key Responsibilities:

1. Administrative Support

• Provide general administrative support to the office and departments.

• Organize and maintain proper filing and document tracking systems.

• Coordinate internal meetings, workshops, and events (including logistics, refreshments, and materials).

• Manage staff timesheets, ensuring timely submission, review, and filing.

•HR Functions: coordinating staff leave schedules and attendance records.

2. Logistics and Operations

Placing of Orders within the approved ordering system. Coordinate with stores to ensure minimum re order levels are observed.

• Manage and track deliveries and stock received, ensuring accuracy against orders.

• Onboarding New vendors into the system and ensure all vendors comply with Company regulations.

• Coordinate and supervise local transport and travel logistics for staff and visitors.

• Maintain an efficient vehicle scheduling and tracking system in line with company policy.

• Supervise drivers and support staff ensuring effective logistical support to all departments.

3. Procurement and Asset Management

• Support procurement activities including request for quotations, preparation of LPOs, and supplier follow-up.

• Maintain an up-to-date asset register and oversee tagging, monitoring, and reporting on all assets.

• Coordinate timely renewal of licenses, contracts, service agreements, and insurance.

4. Facility and Welfare Management

• Oversee office and building cleanliness; manage cleaning staff or contractors to ensure a tidy, hygienic, and safe working environment.

• Monitor maintenance needs and coordinate repairs or replacements for facilities and office equipment.

• Ensure all utilities (electricity, water, internet, etc.) are functional and paid on time.

• Support implementation of staff welfare programs and ensure the office environment promotes staff well-being.

5. Compliance and Reporting

• Ensure administrative and logistical operations are aligned with company policy and statutory requirements.

• Prepare regular administrative and logistics reports for management decision making.

• Participate in audits by ensuring documentation and records are accurate and up to-date.

Qualifications and Experience:

• Bachelor’s degree in Business Administration, Logistics, Procurement, or a related field.

• At least 3–5 years of relevant experience in administration and logistics roles.

• Proven experience in managing office facilities, stock control, and procurement processes.

• Experience working with private companies dealing with Agricultural inputs preferred

Ladies are encouraged to apply.

Skills and Competencies:

• Strong organizational and multitasking abilities.

• Excellent communication and interpersonal skills.

• High level of integrity, attention to detail, and confidentiality.

• Competence in MS Office Suite and inventory management systems.

• Ability to work independently and under pressure to meet deadlines.